HR template · 12 fields (11 required) · ~3 min for respondents to complete · Free plan · No credit card · Fully customizable
Set up your expense report form
Submit your expense report for review.
Ask employees to attach an itemized receipt for every expense and to submit within 30 days. Check amounts against receipts and your policy limits before approving reimbursement.
The form separates department, expense period start, expense period end, business purpose or project into labeled questions. Review the choices and required fields for your organization before sharing it.
Best practices
Ask employees to attach an itemized receipt for every expense and to submit within 30 days. Check amounts against receipts and your policy limits before approving reimbursement.
Customize the department and expense period start 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 (Short text, required)
Expense period start (Date, required)
Expense period end (Date, required)
Business purpose or project (Short text, required)
Expense categories included (Multiple choice, required)
Total amount claimed (USD) (Number, required)
Miles driven for business (optional) (Number)
Itemized list of expenses (Long text, required) — Date, vendor, category and amount for each expense.
Receipts (File upload, required) — Upload a photo or PDF of each itemized receipt.
Confirmation (Multiple choice, required)
Frequently asked questions
What does this expense report form template collect?
Alongside contact details, it asks for department, expense period start, expense period end, business purpose or project, expense categories included, total amount claimed (usd), miles driven for business (optional), itemized list of expenses, receipts, confirmation. You can rename questions, change choices and remove fields that your workflow does not need.
How should I use this expense report form form?
Ask employees to attach an itemized receipt for every expense and to submit within 30 days. Check amounts against receipts and your policy limits before approving reimbursement.
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.