An expense claim and reimbursement form tracks what an employee spent, on what category, with what supporting receipt, and whether it's approved — one row per claim — so reimbursement doesn't depend on a founder remembering a DM. Download the free Excel or CSV version below.
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What This Template Covers
Columns: Claim Date, Employee Name, Employee ID, Expense Date, Expense Category (Travel/Food/Lodging/Other), Description, Amount, Receipt/Reference, and Approval Status (Pending/Approved/Rejected).
How to Use This Template
- Require a receipt reference for every claim above a reasonable threshold — the Receipt/Reference column exists specifically so claims are auditable, not just trusted at face value
- Update Approval Status promptly; a claim sitting in "Pending" for weeks is exactly the kind of delay that makes employees stop bothering to claim legitimate expenses
- Keep expense categories consistent (Travel/Food/Lodging/Other) so you can actually total spend by category later, for budgeting or tax purposes
- Reconcile this sheet against actual reimbursements paid out periodically — a tracker that's updated but never checked against the bank statement defeats part of its purpose
When a Spreadsheet Stops Being Enough
This works for occasional claims from a handful of people. It starts breaking down once more than 2-3 people are submitting regularly, since someone then has to manually collect receipts separately and cross-reference them against the sheet — at that point, see our Expense Management 101 guide and a proper expense management system, which routes claims to an approver automatically and flows approved amounts into payroll without manual reconciliation.
Disclaimer: this is a general template, not legal advice. Review it against your company policy and applicable law before use.