Expense Claim Form

There are many times when an employee or a staff member pays something out of his [own] pocket for the time being for the organization. The organization should pay for the thing or entity the staff member is paying for. Still, because of urgency or unavailability of the budget, the employee or the staff member pays it from their pocket. Down the road or a few days after, the employee or the staff member asks for a reimbursement from the organization. The organization can seek this reimbursement after filling out an expense claim form.

An expense claim form is a form that is to be filled out when the organization has to reimburse the employee for expenses that the staff member or the employee paid. This form consists of details of the employee, such as the name of the employee, the designation, the job, the type of payment that has been made, and what event caused the employee to pay from his pocket.

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Claims for reimbursement of travel expenses for an official trip shall be filled out on a form designed by the finance and payroll department of the business, known as an expense claim form. An expense claim form shows all the expenses incurred by an employee on his official trip. A traveler may also use this form to note all the costs incurred on a journey.

An expense is all the economic costs a business incurs to generate revenue and profits. Expenses represent the costs of doing and running a business.

Suppose a company’s owner or employee travels to another country/city for official work. In that case, all the costs associated with this trip are the actual expenses, which must be calculated. Official trip expenses include ticket expenses, meals, parking expenses, hotel expenses, and others. These expenses must be considered and are tax deductible.

Structure of an expense claim form:

A typical structure of an expense claim form includes:

• Name of the company along with the address and contact number.
• Name of employee, employee identification number, and designation.
• Account code of the employee.
• Date and destination of travel.
• The description includes the purpose of travel.
• Each expense incurred includes food, hotel, and others.
• Total expenses.
• Some forms might consist of a GST column.

It is to be noted that all the original receipts for proof shall be attached with an expense claim form. Receipts make it easy for the finance department to calculate and reimburse all the costs. The staff in the finance department is responsible for ensuring that claims are authentic and are estimated at the correct rates.

An employee must submit the expense claim form within three months of the original payment by an employee. In some companies, workers must physically go to the office to collect an expense claim form. Still, in this computerized world, most companies use an advanced online method to download the expense form, fill it and submit it online. This is time efficient and helps the payroll department take quick action and pay back the accurately calculated money on time.

Along with expense form filling, keep in mind the following points:

• Keep one copy of the form with you.
• Attach the valid and appropriate backing documentation.

The template

The form made in use by the organization is a template since the organization cannot afford to make a form from scratch. Many organizations also include a section where the employee must attach the payment receipt. This section is known as the proof section, which gives the organization proof of the payment. This form is to be filled out by the employer and submitted to the accounts department.

Expense claim form template

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