Submit business or team expenses with date, purpose, amount, currency and receipt.
HR template · 13 fields (11 required) · ~3 min for respondents to complete · Free plan · No credit card · Fully customizable
Set up your expense reimbursement form
Submit business or team expenses with date, purpose, amount, currency and receipt.
Set your receipt rules, mileage rate and submission deadline in the description. Send each response to the approving manager and pay approved claims through payroll; don't ask for bank details on this form.
The form separates department or team, expense date, expense category, vendor or merchant into labeled questions. Review the choices and required fields for your organization before sharing it.
Best practices
Set your receipt rules, mileage rate and submission deadline in the description. Send each response to the approving manager and pay approved claims through payroll; don't ask for bank details on this form.
Customize the department or team and expense date questions to match your records and terminology.
Name the team that reviews responses and explain what happens after submission. A requested date, service or approval is not automatically confirmed.
Keep uploads limited to relevant supporting material. Use your approved private process for sensitive records and verify response access before sharing.
Every field, explained
Employee name (Name, required)
Email address (Email, required)
Department or team (Short text, required)
Expense date (Date, required)
Expense category (Dropdown, required)
Vendor or merchant (Short text, required)
Amount (Number, required) — Total from the receipt, including tax and tip.
Currency, if not US dollars (optional) (Short text)
Business purpose (Long text, required) — What it was for and who attended, for example client lunch with two people.
Project or client code (optional) (Short text)
Receipt (File upload, required) — A clear photo or PDF of the itemized receipt.
Approving manager (Short text, required)
Certification (Multiple choice, required)
Frequently asked questions
What does this expense reimbursement form template collect?
Alongside contact details, it asks for department or team, expense date, expense category, vendor or merchant, amount, currency, if not us dollars (optional), business purpose, project or client code (optional), receipt, approving manager, certification. You can rename questions, change choices and remove fields that your workflow does not need.
How should I use this expense reimbursement form form?
Set your receipt rules, mileage rate and submission deadline in the description. Send each response to the approving manager and pay approved claims through payroll; don't ask for bank details on this form.
Can I edit this form and print a copy?
Yes. Open an editable draft, adjust the questions, and review the preview before publishing. You can also use the template page’s print option. Publishing requires an account; the draft can be tried first.