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Mar 1, 2023

How to write a reimbursement email with 7 samples and template

Whatever your expense, this guide to reimbursement emails will ensure you're never short-changed or out of pocket.

Lawrie Jones

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Reimbursement emails are professional correspondence to ensure you get paid for outgoings and expenses.

For example, you may have incurred costs for everyday expenses, run up medical bills, or be asking for a payout for lost or damaged items. Whatever your expense, our guide to reimbursement emails will ensure you're never short-changed or out of pocket.

Every reimbursement email must be clear about your costs, what they're for, and how you want to get paid. We can show you how to write an effective reimbursement email, including the correct format, suitable subject lines, and several samples to help you.

So stop waiting for the cash, and let's start writing...

How to write a reimbursement email

Reimbursement emails are formal emails that you'll write to get paid for expenses you’ve run up. The first lesson is, you must be clear and concise in every request for reimbursement. This isn’t the time to beat around the bush or go light on the details.

Firstly, start with an introduction about who you are and why you're getting in touch. Of course, this will differ if you're an internal team member or from the outside, but it always pays to be positive!

You'll want to justify why you're due a reimbursement. Basically, you have to be clear about what you are asking for repayment for any why. You'll also need to prove your expenses by providing all the necessary details and documentation.

Reimbursement email format

Reimbursement emails are based on a format that should be familiar to anyone in business. It's all based on three core parts: the subject line, body copy, and sign-off.

Remember to include attachments of relevant documentation, including invoices and receipts!

1. Reimbursement email subject line

We kick off with a professional and formal subject line. You want to ensure that it's clear and relevant to the request but also that it's attention-grabbing.

Why? Because reimbursement requests are easy to ignore. Don't give them a chance by ensuring your subject line stands out.

• Reimbursement request – (add details)
• Reimbursement claim attached – date
• Request for payment – (add details)
• Expenses attached – please confirm receipt

2. Reimbursement email body

Reimbursement emails are pretty simple to crack. You'll start by introducing yourself , explaining the purpose of your message, and providing any relevant background.

• My name is (your name), and I'm contacting you from (where you're from). I'm emailing you to request reimbursement for (include details).

Next, list out what you're asking to be paid for. Your request for reimbursement should be explicit and document everything. Use bullet points in your request for reimbursement to include all the details to make payment as simple as possible.

• I'm requesting reimbursement for the following:
• Include details...

You should add some relevant background to your message to provide context. This can act as a justification for reimbursement.

• The expenses were incurred while I worked for you on (insert details of costs).

You can expect anyone to pay out without proof, so always provide attachments, including all relevant documentation. You can attach copies of receipts and anything else required to process your payment.

You can end your reimbursement emails here or add a clear call to action and potentially a deadline.

• I have attached copies of my receipts to this email. I understand your payment terms are 28 days. Can you confirm that this is correct?

3. How to end reimbursement email

As a piece of professional business correspondence, you'll need a professional closing (here are 40 more) ! We always recommend adding a polite thank you before providing the following steps to ensure your expenses are reimbursed.

• Please confirm that you have received this message and provide details of when I can expect payment.

It's essential to add contact details so the recipient can clarify any details and confirm your payment.

• You can reach me at (insert details) if you need to contact me.

Finish with a suitable sign-off (kind regards, many thanks, etc.), and you're ready to send.

7 reimbursement email examples

We all love the theory, but sometimes you must see some examples to understand how it fits together.

So here we provide 7 reimbursement email examples that focus on using clear and concise language to get your cash!

Of course, we strike the right professional tone – friendly but formal. We've also provided spaces to slot in relevant details and tag receipts.

Ready to go? Here are reimbursement emails we can all use to make getting paid a priority!

1. Asking for reimbursement email sample

This simple reimbursement sample does everything we've outlined above (in some style!). We start by saying hi and following up with some introduction and background before laying out our request for reimbursement.

Next, we provide details of all expenses and, naturally, highlight the attachments of relevant documentation. Finally, we conclude with a clear call to action.

If you need one reimbursement sample that can do it all, it's this one.

• You can list your expenses here...

2. Sample email for reimbursement of travel expenses

Travel expenses are a common cause for a reimbursement email, so keep this sample ready for when it's required.

When it comes to expense reimbursement emails, include all details (dates, times, and travel methods) to make it as easy as possible for your claim to be paid. (It's worth checking out your company's rules on reimbursement before submitting a claim to ensure you include everything you need.)

Being as straightforward as possible is the most effective strategy for securing your reimbursement.

3. Sample email for reimbursement of travel expenses for the interview

Not all businesses will pay expenses for an interview, but if this one does – be sure to claim it!

You're not going to be familiar to the company, so you'll need to include lots of proof. Include dates, times, and details of the interview – and even consider copying the recruiting manager into your email.

Then, follow all the advice above, including stating who you are, why you're messaging, and the purpose (getting paid!).

OK, so you may not get the job – but with our interview expenses reimbursement template, you'll get your travel expenses back at least!

• You may want to call to share your bank details, but you have the option!

4. Reimbursement request email for lost or damaged items

Requesting reimbursement for lost or damaged items isn't easy. You need to prove you owned the items, describe the loss or damage, and push for payment.

In this example, we're claiming for damage to a phone. We include the contract as proof of purchase and images of the damage. We mention the insurance policy we have and our preferred method of compensation.

Be prepared to answer questions and offer more information, but keep going!

• Bullet points are a helpful way to provide lots of detail.

5. Sample email for reimbursement of medical expenses

Claiming repayment for medical expenses is familiar to our US cousins, and there are strict rules. Start by providing details of your insurance policy and coverage.

Next, you'll need to make a clear request for reimbursement and provide details of all medical expenses. Including receipts and details of all parties involved is critical to ensure rapid repayment.

Get well soon!

6. Request for reimbursement of advance payment email

In some cases, such as buying a travel ticket or equipment for work, you may request advance payment.

First, you'll need to provide a clear and convincing claim why you should receive an advance payment.

After this justification, you must confirm the agreement (including what's being paid for, when, and why). Finally, you'll want to set out any conditions for payment.

7. Follow-up email for reimbursement status

Sometimes (sadly) reimbursement emails aren't processed and paid. Often, they can be ignored as they're not usually a priority. If this happens, this follow-up email is for you.

It pays (literally!) to be polite and request the reimbursement status. After that, hit them up with a request for payment confirmation. Finally, request that they send an update and provide you with a deadline for payment.

Expense reimbursement email template

The samples above are great examples of how to create reliable reimbursement emails, but if they don't hit the spot, use this template. This template is entirely customizable, so just cut and paste the bits you need, and bin the rest. Here's how it works...

The template works through each part of the professional and formal format. It begins with some introduction and background, then goes straight in with a request for reimbursement.

Subsequent steps include details of expenses and a justification for reimbursement. We've also added all vital information and attachments, like invoices, receipts, and payment confirmations.

There's a professional closing and a clear call to action!

• Add details

Send reimbursement emails using Flowrite

If you're struggling with writing emails or want to get to inbox zero, Flowrite is your best help.

We developed an artificial intelligence tool that writes your emails for you, like this:

Final words on reimbursement emails

You should be bossing cashback claims by now, but we'll summarise the key tips for effective reimbursement emails.

Understand and follow the format, including introductions, information, and attachments. Always understand the rules around reimbursement, and follow them.

If we're owed money, we tend to get pushy – but we must always stay polite and professional. So focus on striking the right tone and take your time. It will pay off in the end!

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Writing a Reimbursement Email – 7 Examples and Templates

• July 31, 2024

Ready to sail the choppy waters of crafting that flawless reimbursement email?

Well, grab your virtual pen (and maybe a pirate hat), because we’re about to dive deep. 

Forget the days of boring templates and yawn drab emails; it’s time to mix a pinch of humor , a dash of expertise, and create an email cocktail that’s both persuasive and delightful.

Whether you’re looking to reclaim travel expenses or those sneaky extra charges, fear not!

This guide is your treasure map. Let’s set sail!

What is Reimbursement?

Reimbursement is a term you might have come across when dealing with expenses, especially if you’ve been in a situation where you’ve had to request reimbursement or send a reimbursement of expenses letter.

Picture this: you’ve traveled for a company event, and now you want to get back the money you spent . You’d write a request for a reimbursement letter or perhaps a more casual reimbursement email to your boss or finance department.

This process means you’re asking the company to cover the costs you’ve incurred – be it for travel, medical bills, or other professional expenses.

It’s like telling your company, “Hey, I’ve got this bill, so can you reimburse me?” And when they agree, it’s them essentially saying, “Sure, here’s your reimbursement for expenses.”

It’s essential, however, to always provide the necessary documentation , like receipts, when asking for reimbursement to ensure the process goes smoothly.

Key Elements of a Reimbursement Letter/Email

When you’re gearing up to send that crucial reimbursement email or letter, you’ll want to ensure you’ve got all the key elements in place. You know, those parts that make the difference between a smooth, quick reimbursement process and a back-and-forth headache.

Here are some essentials you’ll need:

Subject Line

The subject line is like the crow’s nest of our ship – the first thing that’s spotted from a distance. A clear and direct subject line , such as “Request for Travel Expense Reimbursement” or “Medical Expense Claim for October” , ensures your email isn’t lost in the vast ocean of an inbox.

It gives the recipient a heads-up about the content , making sure your email is opened and read.

Recipient's Details

When it comes to your reimbursement letter, addressing the right individual professionally is pivotal. It marks the initial step to ensure your request is both seen and acknowledged.

A little insider tip: always double-check names for the correct spelling . Including official designations can also make a world of difference, adding that extra layer of professionalism. And if you’re leaning towards a digital mode of communication, verifying the email addresses can save you from potential mishaps.

Purpose Statement

Every effective letter has a clear intent , and your reimbursement request is no different. Clearly stating your purpose right from the get-go cuts through any potential confusion and prepares the reader for your request’s specifics .

Here’s a simple pro tip for you: phrases like “I am writing to request reimbursement…” or “This is a formal request for reimbursement…” are your best friends. They’re straightforward , and they work wonders in setting the right tone.

Detailed Breakdown of Expenses

This is the heart of your reimbursement email. Consider it a blueprint of your claim . It’s where you list out the various expenses incurred, ideally in a tabulated format or as a summary.

Including specifics like date, amount, and nature of the expense (e.g., “Hotel Stay on 5th June – $150”) ensures transparency. This breakdown acts as a quick reference, making it easier for the processing team to validate your claims.

Documentation and Proof

Ever heard of the saying, “Seeing is believing” ? It stands true, especially when you’re making a reimbursement claim. Providing concrete evidence of your expenses can turn the tide in your favor. Always retain all your receipts; they’re the backbone of your claim.

For those who prefer the digital route, screenshots or PDFs of transactions come in handy. And if you’re looking for an organized approach, using a standardized reimbursement receipt template is a game-changer.

Total Amount

Now, onto one of the most vital parts: the amount. Clear and transparent communication about the funds you’re seeking not only helps maintain transparency but can also expedite the entire process .

Offering a detailed breakdown of expenses can be invaluable, especially when there are multiple items on the list. Always double-check your figures for accuracy. And a neat trick? Present your totals in both words and numerals—it leaves no room for ambiguity.

A Call to Action

The grand finale of your reimbursement letter should pack a punch. Drawing your letter to a close with a precise expectation of the next steps can be the gentle nudge that spurs quicker action. While you want to be assertive, always remember the golden rule of staying polite.

Phrases like “I kindly request timely processing…” or “I appreciate your prompt attention to this matter…” strike the perfect balance between assertiveness and courtesy.

7 Examples and Templates for Reimbursement Emails

Reimbursements are an essential aspect of professional and personal dealings. With the right approach, you can seamlessly request and receive the funds you’ve spent. Here are detailed insights into various reimbursement situations:

General Reimbursement Letter

There are times when you make expenditures on behalf of the company or someone else. Perhaps you purchased office supplies or paid for a subscription. A General Reimbursement Letter is perfect for these generic situations.

Our sample letter requesting reimbursement of expenses ensures you communicate effectively, outlining the nature of the expense, the total amount, and any relevant documentation. Remember, clarity is key , and with our email template , your request is bound to be straightforward and well-received .

Here’s an email template:

Subject: Request for Reimbursement for [specific expense]

Dear [Recipient’s Name],

I hope this email finds you well. I am writing to request reimbursement for expenses incurred on behalf of the company. The details are as follows:

Date of Purchase: [Date] Item/Service Purchased: [Specific item or service] Total Amount: [Amount] Purpose: [Brief description]

Attached are the receipts and any relevant documentation.

Thank you for your prompt attention to this request.

Warm regards,

[Your Name]

Requesting Travel Expenses

Business trips, training, or corporate meetings often mean travel. Once you return, you’ll want to reclaim the funds spent on flights, accommodation, and other related costs. This is where our template shines.

It’s crafted to address specifics like dates, locations, and the breakdown of expenses. Plus, there’s room to attach receipts or invoices , ensuring transparency and swift processing.

Subject: Reimbursement Request for Travel Expenses

I am reaching out to request reimbursement for travel expenses from my recent trip to [Destination]. Here are the details:

Travel Date: [Starting Date] to [Ending Date] Total Amount: [Amount] Breakdown: [Flight, Hotel, Meals, etc.]

I’ve attached all relevant invoices and receipts.

Thanks for your prompt attention.

Best regards,

Email to Insurance Company

Insurance claims often come with their own set of complexities. Whether you’re dealing with property, health, or vehicle insurance, ensuring you have a well-drafted letter can streamline the process .

Our reimbursement letter for insurance captures all necessary details — policy number, claim amount, and the nature of the claim. Designed to cut through the red tape, this template ensures your claim gets the attention it deserves.

Subject: Claim Request – Policy Number: [Your Policy Number]

Dear [Insurance Company Name],

I am writing to claim reimbursement as per my policy [Policy Number]. Details of my claim are as follows:

Nature of Claim: [e.g., Medical treatment, vehicle repair] Total Amount: [Amount]

Attached are all necessary documents, bills, and proof of the incident.

Looking forward to a swift resolution.

Asking for Additional Charges

Life’s unpredictable. You might encounter unexpected costs, be it in a project, a service, or a purchase. When you need to communicate these extra charges, clarity and tact are crucial .

Our sample email for additional charges does just that, detailing the reasons for the added costs, providing a breakdown, and requesting timely reimbursement . This way, you tackle the situation head-on without any misunderstandings.

Subject: Notification of Additional Charges – [Specific reason]

I’d like to bring to your attention additional charges incurred due to [specific reason]. Here’s the breakdown:

Original Amount: [Amount] Additional Charges: [Amount]

The total amount now stands at [New Total Amount]. Attached are the relevant bills and a detailed explanation.

Thank you for understanding.

Medical Reimbursement

Medical expenses, whether expected or sudden, can be hefty. If you’re part of a health plan or if your workplace offers medical benefits, you’ll need to request a refund of these bills.

With our medical reimbursement templates, you can effectively list out treatments , medicines , and other costs . Accompanied by the right documentation, such as medical receipts and prescriptions, this guide simplifies the daunting process of claiming medical expenses.

Subject: Medical Reimbursement Request

Dear [HR/Insurance Provider’s Name],

I hope this message finds you well. I’m writing to request reimbursement for recent medical expenses.

Treatment Date: [Date] Medical Facility: [Hospital/Clinic Name] Total Amount: [Amount]

Please find attached the medical bills, prescriptions, and any other supporting documents.

Thank you for your prompt attention.

Transportation Costs

Whether you’re commuting for work, attending meetings, or undertaking longer business journeys, transportation can be a significant expense . The transportation email template we offer covers various types of commutes — from daily local travels to longer out-of-town journeys.

By detailing distances, modes of transport, and associated costs, you present a comprehensive claim , making the reimbursement process smooth.

Subject: Request for Transportation Cost Reimbursement

I am writing to request reimbursement for transportation expenses incurred during [specific time period/task]. Here’s a summary:

Total Distance: [X miles/km] Mode of Transport: [Car, Train, etc.] Total Amount: [Amount]

Attached are the travel logs and receipts.

Thanks for your understanding.

Job Interview Travel Reimbursement

It’s always exciting when a company considers you worth flying out for an interview. While it’s a great sign, you shouldn’t be left covering the travel costs.

Our guide on how to ask for travel reimbursement for a job interview ensures you’re polite, clear, and precise . Detail your travel, stay, and even meal costs, so you can focus on acing the interview instead of worrying about the expenses.

Subject: Travel Reimbursement Request Post Interview on [Date]

Dear [HR Name/Interviewer’s Name],

Thank you for the opportunity to interview at [Company Name]. I’m reaching out to request reimbursement for my travel expenses:

Journey Date: [Date] Transport Mode: [Flight, Train, etc.] Total Amount: [Amount]

Attached are all the receipts and relevant documents.

Thank you for facilitating this process.

Potential Challenges in Reimbursement Process

Navigating the reimbursement process isn’t always a breeze. In fact, when you dive into the world of requesting reimbursement, you might stumble upon several potential pitfalls.

Whether you’re drafting a reimbursement email or submitting a detailed reimbursement request letter, being aware of these hurdles can make all the difference. Let’s break down some of the common challenges you might face:

• Incomplete Documentation : Perhaps the biggest hiccup is not having all your receipts or proofs. Without these, it's tough to validate your reimbursement request.
• Delay in Approvals : Sometimes, your reimbursement of expenses letter might get stuck in the bureaucratic maze, leading to frustrating waits.
• Unclear Company Policies : Not every company has a crystal-clear reimbursement policy. This ambiguity can lead to confusion about what's reimbursable and what's not.
• Errors in Submission : A minor oversight, like filling out a wrong date or amount, can hold up the entire process.
• Lost Receipts : It's all too easy to misplace a crucial receipt, making your reimbursement letter for expenses incomplete.
• Change in Rates : Especially with travel, rates might vary. If you're asking for reimbursement of travel expenses, you might face discrepancies between estimated and actual costs.

Remember, while these challenges might seem daunting, being meticulous and organized can help you navigate the reimbursement journey with relative ease. Always double-check your documentation, be patient, and stay proactive in following up on your requests.

Frequently Asked Questions on Reimbursement Emails

Diving into the realm of reimbursement emails, it’s only natural to be brimming with questions. And you’re not alone! Many individuals, just like you, often find themselves pondering the ins and outs of such correspondence.

To help shed some light, let’s tackle a few of the frequently asked questions that might be on your mind:

How long should I wait before following up on a reimbursement email?

While it’s tempting to expect immediate responses, especially when money is involved, patience is key . Typically, it’s courteous to give the recipient about a week to process your reimbursement request letter or email. Remember, there might be several internal processes or checks they have to go through.

However, if you haven’t heard back in a week or two, it’s perfectly okay to send a gentle follow-up email . It’s a balancing act between being assertive about your reimbursement request and understanding potential administrative delays.

Should I include original receipts in my reimbursement email?

This is a common concern when drafting a reimbursement email. Generally, it’s best to attach scanned copies or clear photos of your receipts . This provides proof without risking the loss of the original document.

But always keep the originals safe, as some companies might request to see them later, especially when large amounts are involved or if there’s a discrepancy in the reimbursement of expenses format.

How do I ensure the confidentiality of personal information in reimbursement emails?

When you’re sharing sensitive data, like bank account details or personal expenses, security becomes paramount . Ensure that the recipient’s email address is correct before hitting ‘send’.

Use a secure email platform and avoid sending such details through public Wi-Fi networks. If the information is highly sensitive, consider using encrypted email services or communicate the details through a more secure channel, like a secure company portal or encrypted messaging service .

Key Takeaways on Reimbursement Emails

Navigating the maze of reimbursement emails is more than just crafting a message; it’s about understanding the nuances , anticipating potential challenges, and addressing common queries.

Throughout our deep dive, we uncovered the essential components of a standout reimbursement letter and provided tailored templates for various scenarios , from general expense claims to specific ones like travel or medical reimbursements.

We also delved into potential hiccups in the reimbursement journey, emphasizing the importance of documentation and patience . Moreover, we addressed some burning questions that many face while dealing with such correspondence, offering insights into the ideal wait time for follow-ups and ensuring data confidentiality .

In essence, mastering the art of reimbursement emails boils down to being meticulous, patient, and proactive. And with the knowledge we’ve unpacked, you’re well-equipped to sail through your reimbursement requests with confidence and ease .

So, the next time you find yourself drafting that crucial email, remember these insights and make every word count!

To achieve the best results with email outreach, we recommend using a professional email automation software

13 best cold email platforms rated and compared

Edgar Abong

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How to Write a Letter Requesting Reimbursement Examples Included

A letter requesting reimbursement is a letter written to repay you for out-of-pocket expenses. When writing reimbursement letters, it is important that you follow the right steps and tick all the appropriate boxes. If a reimbursement letter isn’t written properly, there’s a chance you may be required to write the letter more than once, or worse, do not get reimbursed. 

In this article, we are going to discuss what a reimbursement letter is, everything you need to know to write a reimbursement letter and the types. We’re going to round it up by providing different reimbursement letter samples to help you better understand how to write your own reimbursement letters. 

Without further ado:

What is a Letter Requesting Reimbursement?

A reimbursement letter is a letter written to request compensation for out-of-pocket expenses by an employee. It could also be to request overpayment or refunds. While most reimbursement mainly deals with out-of-pocket expenses, it also cuts across other sections. For instance, there are reimbursements for payments such as insurance, taxes, etc.

Unlike other compensations, one of the perks of reimbursement is that it is not subject to taxation. 

Reimbursements is generally for business expenses, so, before attending to your company’s needs out-of-pocket, ensure to read the company policy on these matters, or simply reach out to your manager or HR to ensure you’ll be reimbursed for your troubles. 

Some of these business-related expenses may include travel-related expenses such as hotels, food, transportation, flights, etc. In some not-so-common cases, your company may even refund you for taking personal development training. This can be anything from getting a degree to a certification course. 

As said earlier, do not assume your company is automatically going to reimburse you for all your business-related expenses. It is always good to have this information beforehand. 

There are different avenues where you’re entitled to receive a reimbursement, such as tax refunds, insurance reimbursements, etc. The difference in most of these cases is that the reimbursements are done automatically. This means there’s usually no need to send any letter reminding the institution of the reimbursement. 

How to Write Payment Received Emails: Samples Included

How to Write Reimbursement Letters

When writing reimbursement letters, you need to take extra caution than you would when writing other professional letters. If not done properly, reimbursement could open a can of worms and lead to disagreement. As such, when writing these kinds of letters, you need to make sure you follow the guidelines to the letter to ensure you’re reimbursed without much hassle.

In this section of this article, we’re going to look at some of the most important guidelines to follow when writing these kinds of letters. 

1. Remember You’re Writing a Professional Letter

When writing a reimbursement letter, you need to remember you’re writing a professional letter. This means it must follow all professional writing etiquette. This includes using the right subject, addressing it with the appropriate honorifics, signing the letter off appropriately, etc. 

2. Your Letter Should Be Straight to The Point

Like all professional letters, reimbursement letters should go straight to the point and not waste time with any unnecessary information. This means you shouldn’t include any information that doesn’t serve the general purpose of the letter. The first paragraph should go straight to the point and explain to your recipient what the letter is all about. 

3. Include All the Appropriate Documents

Reimbursement letters are letters written to ask for repayment of any out-of-pocket expense. This means you’re presenting a case to your company telling them how much you spent and how much you want to be reimbursed. This means your letter should include all the documents that help your case. This should include all the invoices you paid out-of-pocket, all the hotel bills, taxi fees, and anything you spent during the course of the event. 

4. Tally the Experience

You could also decide to take things up a notch by giving a brief description of each receipt you included. This is more important when you’re requesting reimbursement for activities that span through the course of days or weeks. If you’re reimbursed for a one-time event, you do not need to tally your experiences. 

5. Send to The Right Party

Before sending a reimbursement letter, reach out to HR or your manager to find out who’s in a better position to receive your letter. When doing this, also remember to CC or Bcc the appropriate recipients. Doing this saves you the stress of having to send multiple emails and also ensures your reimbursement request gets the attention it deserves and is acted upon swiftly. 

6. State how You’d Like to Receive the Refund 

Before closing the letter, you can decide to include how you’d like to receive the reimbursement. If you feel unsure about this, you could simply ask that the recipient of the letter get back to you on how best to proceed. 

Sample Reimbursement Letters

In this section of this article, we’re going to list out multiple samples of reimbursement letters for various instances to help you write the best reimbursement letters. 

Reimbursement Letter Sample for Waste Charge

Reimbursement letter sample for electricity bill, reimbursement letter sample for expenses incurred on a trip, sample request reimbursement office expense, reimbursement mail to hr.

We have included everything you need to know to write a reimbursement letter in this article. When writing a letter of this kind, it is important to ensure all the necessary receipts are attached to save both you and the receipt from any unnecessary back and forth. Also, ensure that you communicate with the recipient before writing the letter to ensure they expect it.  

About The Author

Jim Blessed

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• Email Letter to Request Travelling Allowance

Email 1: Request for Travelling Allowance for Business Trip

Subject: Request for Travelling Allowance for Business Trip

Dear [Manager's Name],

I am writing to request for reimbursement of travel expenses incurred during my recent business trip to [destination]. As per the company's policy, employees are eligible for reimbursement of travel expenses when travelling for business purposes.

I have attached the receipts for airfare, hotel accommodation, meals, and transportation for your reference. The total expenses incurred during my trip amount to [amount]. I would appreciate if you could approve my request for reimbursement of these expenses.

Thank you for your attention to this matter.

[Your Name]

Email 2: Request for Travelling Allowance for Job Interview

Subject: Request for Travelling Allowance for Job Interview

Dear [HR Manager's Name],

I am writing to request for reimbursement of travel expenses incurred during my recent job interview for the position of [position] at your company. I appreciate the opportunity to interview for the position, but I had to travel from [location] to [destination] for the interview.

Email 3: Request for Travelling Allowance for Conference

Subject: Request for Travelling Allowance for Conference

I am writing to request for reimbursement of travel expenses incurred during my recent attendance at [conference name] held at [destination]. As per the company's policy, employees are eligible for reimbursement of travel expenses when attending conferences.

Email 4: Request for Travelling Allowance for Training

Subject: Request for Travelling Allowance for Training

I am writing to request for reimbursement of travel expenses incurred during my recent training program at [location]. As per the company's policy, employees are eligible for reimbursement of travel expenses when attending training programs.

Email 5: Request for Travelling Allowance for Sales Visit

Subject: Request for Travelling Allowance for Sales Visit

I am writing to request for reimbursement of travel expenses incurred during my recent sales visit to [customer name] at [location]. As per the company's policy, employees are eligible for reimbursement of travel expenses when visiting customers for sales purposes.

We are delighted to extend our professional proofreading and writing services to cater to all your business and professional requirements, absolutely free of charge at Englishtemplates.com . Should you need any email, letter, or application templates, please do not hesitate to reach out to us at englishtemplates.com. Kindly leave a comment stating your request, and we will ensure to provide the necessary template at the earliest.

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Reimbursement Request Letters

1- reimbursement request letter for fuel expenses.

Date Receiver name and designation Street and state address Subject: Request letter for reimbursement of fuel expenses Dear Sir,

I am Lord Williams, working as a marketing manager in your organization. Through this letter, I want to forward my request for reimbursement of fuel expenses which were incurred in lieu of buying the fuel last month.

During the last month, as my position demanded, I had to travel far off places on a company vehicle in order to follow our sales officers and to get the feedback of clients about the company. In doing so, fuel consumption was much more and I had to bear all the expenses from my pocket. At the same time, I have kept all the records of expenses incurred on fuel consumption. I have also attached the receipts of fuel purchase, oil changing, number of miles I traveled, and monthly reports of odometer before and after each trip.

Since I was dealing with the company business, therefore I request you to reimburse [amount in US$] which I had spent for fuel purchase during the last month. All receipts are enclosed and attached to this letter.

I am looking forward to your positive response in this regard.

Yours sincerely,

2- Reimbursement Request for Maternity Expenses

The Head HR department, Stars Marketing Pvt. Ltd. 4356-Z Norman Street Near Hide Park, Michigan

Subject: Request letter for reimbursement of maternity expenses

Dear Madam,

I am Sandra Hans, Assistant Manager of Marketing section and I am writing this letter to you as a request for reimbursement of my maternity expenses during my treatment at Allied Family Hospital, Michigan from 7 th to 11 th of June, 20XX.

I was expecting in the 9 th month of pregnancy. I was brought to the above-mentioned hospital as soon as my pains started. Although it was a normal case, later became complex due to unknown reasons. Owing to the severity of the case, I went through C-Section surgery. The total amount counting towards my maternity expenses was USD 2000 which covered the surgery fee along with pre and post-operation medicines and treatment.

I am working on a contract basis in your organization and my employee ID is ORG- 456. As per the rules of the organization, a contract employee can be reimbursed 70 percent of his expenses incurred in lieu of his medical treatment. Since I fall under the same category in order to get medical reimbursement, therefore I request you for the same as soon as possible. I am waiting for your positive response.

3- Request Letter for Reimbursement of Expenses

Manager Finance, Jubilee Insurance Company, Michigan State, USA.

Subject: Request letter for reimbursement of expenses

My name is Adam Smith, working as a Manager Operations in your organization for the last ten years. Through this letter, I want to forward you a formal request for reimbursement of expenses of last month which were incurred during the course of the training period at Dan Park Hotel, New York.

I am enclosing with this letter the expense report for the month of June, 20XX.  I have enclosed receipts of five nights’ stay at the Dan Park Hotel during our annual conference from 5 th to 7 th of June, 20XX. I also added receipts for an additional three nights stay at Colorado state Hotel because coming back from the conference, I had to deal with the strike, and with a heavy heart, I stayed there until the strike was ended. You will find a receipt of dry cleaning because one of the strikers threw garbage on me and I got dark mud blots on my dress. Unfortunately, the dry cleaner was not able to clean it therefore, I had to buy a new dress with a shirt, tie, and shoes since all of these were damaged. I bought these items from John Men’s wear shop, receipts of which have also been attached.

Summing up all the expenses, the exact amount is about USD 2000. Since I was on an official tour, therefore all the expenses incurred during this time period must be borne by the company. Please consider my request and make reimbursement of all the above-mentioned expenses with my next month’s pay. I shall be very thankful to you for this act of kindness.

4- Request for Reimbursement of Air Ticket

The Finance Manager, USA Airlines.

Subject: Request letter for reimbursement of air ticket

I am Andrew Robert from Michigan and I am writing you this letter as a request to reimburse the amount which I incurred for buying the air ticket from Michigan to Germany. I had planned a trip to Germany with my family and I booked three tickets with your airline from a website for the same purpose. I got the confirmation email too about the flight scheduled for the upcoming Saturday. But now, due to unavoidable circumstances, I regret to inform you that I am to cancel the said trip and want reimbursement.

The reason behind this is I was watching a news channel last night. The coronavirus is taking the masses under its folds without any discrimination. I have decided to withdraw until things get normal. I had no choice but to cancel the trip because I have no intentions to visit Germany now.

Keeping in view the situation, I request you to reimburse my money [US$] which I paid online via debit card for buying three tickets. In the case of reimbursement, a customer has to report 48 hours before the flight. I am informing you 5 days in advance to give you sufficient time for verification. I hope your airline will reimburse my amount as soon as possible.

5- Request for Reimbursement of Payment

General Manager, [Name of the company] [Company’s address]

Subject: Request letter for reimbursement of the payment

My name is Sara from Country yard, New York and I am a regular customer of your company. I have been buying electronic products from your company outlets located at various places in the state. I was satisfied with the quality of the products I bought. Unfortunately, the recent product which I bought turned out to be a defective one. This incident forced me to write you a letter requesting reimbursement for my payment.

I had ordered an air conditioner through a website and I made the payment of USD 2000 through my credit card. The payment covered the price of the product as well as shipment charges. After installation, it did not work. On a detailed examination of the product, I found that the power cable was broken and there were a lot of scratches on its surface. Perhaps the damage occurred due to poor packaging or shipment.

Whatever the case may be, I will not accept the replacement of the purchased product. This time, I want direct purchase from an electronic store so that I would test it before installation. Therefore I want your company to reimburse my payment within 5 working days. Payment should also include shipment charges.

I hope that the customer care representative from your company will contact me in this regard as soon as possible. Enclosed with this letter is the invoice. I hope for a quick and positive response from your side regarding this matter.

6- Request for Reimbursement of Medical Bill

Finance Manager, Stars Marketing Pvt. Ltd. Michigan State, USA.

Subject: Letter of request for reimbursement of medical bill

My name is James Chadwick and I am working as Assistant Manager Finance in your company for the last ten years. The reason for writing you this letter is reimbursement of the money which was incurred on my father’s medical treatment. In my last sitting with you, I told you about my father’s poor health condition due to cardiac disease.

Last weekend, he got a heart attack. I immediately took him to the hospital. After his ECG and detailed medical examination, the medical board advised heart surgery to my father as soon as possible. Owing to the severity of the matter, he was operated the very next day on 02-07-20XX. I had to pay a total of USD 7000 in lieu of medical bills covering all operational and medicinal charges.

According to company laws and policies, I am entitled to get the full amount incurred on myself and my family’s medical treatment. I, therefore, forward you a request to reimburse the above-mentioned amount to me as soon as possible. I am expecting a positive and quick response from your side.

7- Request for Medical Expenses

Finance Manager, City Marketing Pvt. Ltd. Michigan State, USA.

Subject: Request letter for reimbursement of medical expenses

I am Neil Johnson and I am working as a Finance Manager in your company. My purpose in writing you this letter is to get the reimbursement of medical expenses incurred in the hospital for treatment.

Last weekend, while I was going back home from the office, I met a severe road accident. That was a busy road and I was hit from the back by a car driver who was drunk and crossing the speed limit as well. As a result of this accident, I not only got severe head injuries but also got my both hands and a couple of ribs broken. In short, I was badly injured and brought to a nearby hospital immediately. There I was kept in the intensive care unit and given medical treatment. After all the treatment, I was discharged and hospital management handed over to me an invoice mentioning hospital expenses. The amount was US$2000.

As per company rules, employees are entitled to reimbursement of medical expenses incurred on themselves and their family treatment. I, therefore, forward you a formal request to reimburse the above-mentioned amount. It will indeed be a great virtue and kindness from your side if you reimburse the expenses with the current monthly salary.

I hope you will entertain my request and grant me the incurred amount as soon as possible.

8- Reimbursement Request for Mobile Bill

C.E.O. Stars Marketing Pvt. Ltd. 4563, Street no. 34, Eden Garden, Michigan. Subject: Request letter for reimbursement of mobile bill

I hope you are doing well. First of all, I would like to congratulate you for organizing such a great company event in the presence of whole electronic and print media. To make this event successful, all employees worked as a team, putting their tireless efforts under your kind supervision.

My purpose for writing you this letter was to remind you about the reimbursement of my mobile bill. I noticed that you were happy to see a large number of participants and media persons in the company seminar. Being a relationship officer of the company, I was given the huge responsibility of inviting all the participants and media persons to this event. I used my personal mobile phone to call the participants. Some of the participants were not available during office hours but I called them later to make sure their presence at the event.

My sincere efforts were not aiming at to get any personal benefit but to make this seminar a successful event. When I received my last month’s mobile phone bill, it was US$1500 which was much more than my expectations. It was high because I was calling company clients, contractors, media, and other related persons. Therefore, I hereby forward my humble request to reimburse the amount incurred on official calling because the bill went beyond my monthly budget. I have printed my last month’s bill for verification purpose.

I hope you will entertain my request and give me a positive response.

9- Reimbursement Request for Travel Expenses

Subject: Request letter for reimbursement of travel expenses

Thanks for promoting me to the level of senior manager of your organization thereby helping me achieve another big milestone of my life. I am writing you this letter to forward a formal request for reimbursement of expenses incurred in lieu of traveling.

It is to remind you that as per our company rules, it required me higher management-level training in order to join the said post. For this purpose, I was sent to New York. There I attended a 40 days intensive training on project management. All expenses including return air ticket and taxi fares were summing up to US$5000.

Since I was there on behalf of my organization and I attended the prescribed training as an integral part of my job, it becomes the sole responsibility of the organization to refund me the expenses. All receipts up to end of the trip are enclosed with this letter for further verification. Please consider my request and reimburse all the travel expenses. I shall be thankful to you for this act of kindness.

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How To Write A Reimbursement Request Email

Welcome to this article on how to write a reimbursement email. In this article, we will provide you with a step-by-step guide on what to do before writing the email, what to include in the email, and even provide you with sample templates that you can customize and use.

So, if you’re wondering how to write an effective reimbursement email, you’re in the right place!

Here’s how to write a reimbursement email:

Table of Contents

What To Do Before Writing the Email

Before you sit down to compose your reimbursement email, it’s essential to gather all the necessary information and take a few important actions:

• Collect Receipts: Make sure you have all the relevant receipts and documentation to support your reimbursement request. This includes itemized bills, invoices, or any other proof of purchase.
• Review Company Policy: Familiarize yourself with your company’s reimbursement policy. Pay attention to any specific guidelines or requirements that must be followed when submitting a reimbursement request.
• Calculate Expenses: Calculate the total amount of expenses you are requesting to be reimbursed. Make sure to double-check your calculations to avoid any discrepancies.
• Identify the Recipient: Determine who the appropriate person or department is to address your reimbursement request. It could be your manager, supervisor, or someone from the finance department.

What to Include In the Email

When writing a reimbursement email, it’s crucial to include all relevant information to ensure a smooth and efficient reimbursement process. Here are the key elements to include:

Subject Line

In the subject line of your email, clearly state your request for reimbursement. Be concise and specific.

Start your email with a polite and professional greeting. Address the recipient by their appropriate title or name.

Introduction

In the opening paragraph, briefly introduce yourself and explain the purpose of the email. Clearly state that you are submitting a reimbursement request.

Expense Details

Provide a comprehensive breakdown of each expense you are seeking reimbursement for. Include the date, description, and amount for each item. Attach copies of receipts or supporting documentation if required.

Total Amount

Calculate the total amount of expenses and indicate it clearly in your email. Ensure that the amount is accurate and matches the supporting documentation.

Payment Method

Specify your preferred method of payment. This could be through direct deposit, a physical check, or any other payment option available within your company’s reimbursement policies.

Additional Notes

If there are any additional notes or comments you would like to include, do so in this section. Keep it concise and relevant to the reimbursement request.

End your email with a polite closing remark, followed by your name, job title, and contact information. Thank the recipient for their attention and express your willingness to provide any further information if necessary.

Email Template – Reimbursement Request Email

Subject: Reimbursement Request – [Your Name] Dear [Recipient’s Name], I hope this email finds you well. I am writing to request reimbursement for the following expenses: Date: [Expense Date], Description: [Expense Description], Amount: $[Expense Amount] Date: [Expense Date], Description: [Expense Description], Amount: $[Expense Amount] Date: [Expense Date], Description: [Expense Description], Amount: $[Expense Amount] The total amount of expenses is $[Total Amount]. I have attached all the necessary receipts and supporting documents for your review. Please process the reimbursement through direct deposit to the following account: Account Name: [Your Name] Account Number: [Your Account Number] If you require any additional information or documentation, please let me know, and I will be happy to provide it promptly. Thank you for your attention to this matter. I look forward to a favorable response. Best regards, [Your Name] [Your Job Title] Contact Information: [Your Phone Number / Email Address]

Writing a reimbursement email can be straightforward if you follow these guidelines. Remember to gather all necessary information, compose a clear and concise email, and submit your reimbursement request to the appropriate recipient.

Lastly, keep in mind that each company may have its own unique reimbursement policy and procedures. Adjust the templates provided accordingly to align with your specific requirements.

Good luck with your reimbursement request!

3 Effective Templates for Requesting Expense Reimbursement

Below are three unique templates that will help you articulate your request clearly and professionally. These templates can be adapted to fit various situations, ensuring you receive the reimbursement you deserve.

Template 1: Professional Business Reimbursement Request

[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Recipient’s Name] [Recipient’s Title] [Company/Organization Name] [Address] [City, State, ZIP Code]

Dear [Recipient’s Name],

I hope this message finds you well. I am writing to formally request reimbursement for expenses I incurred during [specific event or project] on [dates]. Please find a detailed breakdown of the expenses below:

• Date: [Date]
• Amount: [$Amount]
• Receipt Attached: [Yes/No]

The total amount requested for reimbursement is [$Total Amount]. All necessary receipts and supporting documents are attached for your reference. I kindly request that the reimbursement be processed by [desired date] to ensure timely accounting and financial reconciliation.

I appreciate your prompt attention to this matter. If you require any additional information or documentation, please do not hesitate to contact me.

Thank you for your understanding and cooperation.

[Your Name]

Template 2: Casual Expense Reimbursement Request for a Small Business

Hi [Recipient’s Name],

I hope you’re doing well. I’m writing to request reimbursement for expenses I covered while working on [specific project or event] on [dates]. Below is a summary of the expenses:

The total amount for these expenses comes to [$Total Amount]. I’ve attached the receipts for your review. Could you please process the reimbursement by [desired date]?

Let me know if you need any more details or if there’s anything else I should provide. Thanks for your help!

Best regards,

Template 3: Formal Reimbursement Request for Travel Expenses

I am writing to formally request reimbursement for travel expenses incurred during my business trip to [destination] from [start date] to [end date]. Below is a detailed list of the expenses:

• Airfare: [$Amount]
• Accommodation: [$Amount]
• Meals: [$Amount]
• Transportation: [$Amount]
• Other (Specify): [$Amount]

The total reimbursement amount requested is [$Total Amount]. All relevant receipts and documentation are attached for your review and records.

Please process the reimbursement at your earliest convenience. If additional information or clarification is needed, feel free to contact me.

Thank you for your prompt attention to this request.

Table 1: Common Expense Categories and Required Documentation

Table 2: sample reimbursement request letter checklist, table 3: reimbursement request letter comparison.

Emails In English

Email Sample, Free to Use Email Templates

Request Email for Reimbursement – Sample Email Requesting Travel Expense Reimbursement

To:        _________@____.__ (Receiver’s email address) Bcc/Cc: _________@____.__ (Bcc/ Cc receiver’s email address)

From:   _________@____.__ (Sender’s email address)

Subject: Request for Reimbursement of Travel Expenses

Respected Sir/Madam,

With due respect, I would like to inform you that my name is ____________(name) and I am an employee of your esteemed organization with employee ID __________ (mention your ID).

I am writing this email to bring to your notice that on __/__/____ (date), I had to visit for _________(site inspection/office-related work/mention purpose of visit) at __________(location). In this regard, I hereby request you to kindly reimburse the expenses incurred during this trip. The total amount spent was ________ (amount), and I have already attached the invoice for your reference.

I kindly request you to consider my reimbursement request and facilitate the necessary process. If in case you have any inquiries or require additional information, please feel free to contact me at ________(contact details).

Yours Truly, ____________ (Name), ____________ (Employee ID), ____________ (Contact details)

Incoming Search Terms:

• Sample Email for Requesting Travel Expense Reimbursement
• Email Template for Reimbursement of Business Travel Expenses
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Home » Letters » Office Letters » Letter For Expenses Reimbursement – Sample Letter Requesting Reimbursement Of Expenses

Letter For Expenses Reimbursement – Sample Letter Requesting Reimbursement Of Expenses

Table of Contents:

• Sample Letter

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How to use live assistant, additional template options, download options, share via email, share via whatsapp, copy to clipboard, print letter, sample request letter for reimbursement of expenses.

Claim Number:

To, The Human Resources Manager, ___________ (Name Of The Company), ___________ (Address)

Date: __/__/____ (Date)

From, ___________ (Name), ___________ (Address)

Subject: Reimbursement of expenses

Respected Sir/Madam,

This is to bring in your notice, that I am __________ (Name), working in _________ (Name of the department). My Employee ID Number is __________ (ID Number).

This letter is against the claim number _________(claim number) for the expenses of ______________ (Nature of the expenses) of the amount ___________ (Amount). The dates regarding the expenses were __________ (Mention all the dates).

In this regard, you are kindly requested to proceed with the reimbursement of the amount. The proceedings shall be credited to:

Account Number: Name of the account holder: Name of the Bank: IFSC Code:

Thanking you, ____________ (Name), ____________ (Contact Number)

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• Start Typing: Enter your letter content in the "Letter Input" textarea.
• Live Preview: As you type, the content of your letter will be displayed in the "Live Preview" section below the textarea. This feature converts newline characters in the textarea into <br> tags in HTML for better readability.

The letter writing editor allows you to start with predefined templates for drafting your letters:

• Choose a Template: Click one of the template buttons ("Start with Sample Template 1", "Start with Sample Template 2", or "Start with Sample Template 3").
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Click the "Download Letter" button after composing your letter. This triggers a download of a file containing the content of your letter.

Click the "Share via Email" button after composing your letter. Your default email client will open a new message window with the subject "Sharing My Draft Letter" and the content of your letter in the body.

Click the "Share via WhatsApp" button after you've composed your letter. Your default browser will open a new tab prompting you to send the letter as a message to a contact on WhatsApp.

If you want to copy the text of your letter to the clipboard:

• Copy to Clipboard: Click the "Copy to Clipboard" button after composing your letter.
• Paste Anywhere: You can then paste the copied text anywhere you need, such as into another application or document.

For printing the letter directly from the browser:

• Print Letter: Click the "Print Letter" button after composing your letter.
• Print Preview: A new browser window will open showing your letter formatted for printing.
• Print: Use the print dialog in the browser to complete printing.
• A: Address the recipient as "Respected Sir/Madam" or use their formal title if known, followed by a polite introduction.
• A: Yes, including your employee ID number and department helps in processing your reimbursement efficiently.
• A: Mention the claim number, nature of expenses, total amount, and dates when the expenses were incurred.
• A: Conclude with a polite request for reimbursement, providing necessary banking details for processing, and expressing gratitude.
• A: While not mandatory, mentioning a reasonable timeframe for reimbursement can expedite the process.

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Sample Emails for Reimbursement of Travel Expenses for Interview

Sometimes companies offer and pay travel expenses to the candidates who attend the interview. But the terms and conditions will be mentioned in the interview call letter. So before opting for going to the interview make sure to read all the terms related to travel expenses.

Whether you are selected or not selected for the job is not a matter, whenever the recruiters promise you that they will reimburse the travel expenses then they have to make the reimbursement for all the eligible travel expenses.

To claim the travel expenses you need to keep all the tickets, hotel bills, and lodging bills. Here you can find some sample email formats to request travel expenses for attending the job interview

How to Ask for Travel Reimbursement for an Interview

• Address the right person from whom you got the interview call letter. In most cases, company HRs will send those emails.
• Mention the subject line as “ Regarding reimbursement of travel expenses ”
• Write your name, date of interview, position for which you interviewed, and place of the interview.
• Attach all the required bill copies like travel bills, lodging bills, and hotel bills.
• And it is better to mention the details of travel expenses in the email.
• End the letter with thinking you note.

Sample Reimbursement Emails for Travel Expenses for Interview

Sub: Request for travel expense reimbursement.

Dear Sir/Madam,

My name is ____________(your name), attended interview on ___________(date of interview) for the position of ___________(job position) at _____________________(company name & location).

I was glad to attend the interview in an esteemed organization like yours.

As per the interview call letter you offered me to claim the travel expenses, the same you have already said after the interview.

Here I am claiming my travel expenses and attaching all the required copies of my travel and hotel bills. So please find them and kindly reimburse my travel expenses.

I hope you can make the payment soon.

Thanking you.

Sub: Regarding Travel expense reimbursement.

Dear Mr/Mrs.____________,

I am ____________(your name) has been interviewed for the post of ____________(job position) on __________(date of interview) at _______________________(company name & location), I am awaiting for the interview results.

Here I would like to request reimbursement of my travel expenses for an amount of 5800 Rs which I spent for attending the interview and please find all the bills attached with this email.

Here is the details of my travel expenses:

I shall be thankful to you in this matter. 

1. Will companies really pay travel expenses for attending the interview

Yes, if the company is genuine then they will reimburse the travel expense, they will mention the information related to travel expense reimbursement in your interview call letter.

2. What if the recruiter is not paying the travel expenses.

If the recruiter is not reimbursing the travel expenses even though they offered in the interview call letter then you can contact the head of the organization.

Still, if you don’t get the reply then you can file a complaint on respect labour department or on the company’s social media platforms.

3. Are interview travel reimbursements taxable

Hence the reimbursed travel expenses are not an income to the person so they are not taxable. Companies will show it in their business expenses.

4. In how many days my travel expenses will be reimbursed

It depends on the company in which you attended the interview, in most cases, it will take 7- 30 days.

5. Can I get travel expenses before attending the interview?

No, companies generally don’t prefer to pay the travel expenses before the interview. In some rare cases, they will send you the tickets for attending the interview.

6. Why companies pay travel expenses of candidates

In general, companies spend a lot of amount on recruiting process. They will allocate a separate budget for reimbursement of travel expenses. Whenever they feel a particular candidate is worthy and suitable for the job position, then they are ready to pay the travel expenses, whether they hire him or not.

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Reimbursement Letter for Transportation

If you are working in an organization and you often travel from one place to another, you have to pay for various expenses such as bus or car fares, fuel charges in case of a personal car, and much more. The company usually pays for these expenses so that the employee can commute easily. However, in case there is an emergency, and the employee has to pay from his pocket, he can write a letter to his boss asking for reimbursement for transportation.

Key points to add:

Include necessary details only:.

To write an effective letter, you need to be sure that you have included all those details that are relevant, and you think are important for your boss to know about.

Describe everything briefly:

It is important to remember that a request letter does not have to be too long or detailed. Try to explain everything briefly and concisely.

Mention the amount to be reimbursed:

When you want to be compensated for the money you have paid, it is crucial to describe how much you have paid and the total amount you expect the company to reimburse you. Mention that you are making this claim because it is the policy of the company.

Thank the reader at the end:

At the end of the letter, thank the reader in advance so that you can show some courtesy and gratitude. This will also show that you know how to end professional documents.

Read below the sample letters to learn how to write a reimbursement letter for transportation.

I am Mr. Adams, who has been working as a product sales manager in the company for many years. The purpose of this request letter is to ask you to reimburse all the transportation-related expenses that I paid for on behalf of the company.

Since I am a product sales manager, I often have to travel to different cities to sell products of the company. For traveling, I use public transport. Since last month, I have been traveling more frequently than expected and therefore, I had to pay more for transportation than what you have allocated for it.

Last month, I paid 2400 Rs. for bus fares. It is my humble request to you to please reimburse this amount.  Enclosed is a complete breakdown of all the transportation charges I have paid on different days. If you need more proof, I can provide you with the tickets also.

It is my humble request to you to please reimburse this amount of 2400 Rs. Thank you so much for your trust and cooperation. I am waiting for a quick response from your side.

Another sample letter is given below

I hope that this finds you in good health. I am Mr. ABC, the manager of the warehouse of the main branch. Please accept my request to reimburse all the transportation-related expenses I have borne on behalf of the company. Last month, there was so little supply of inventory in the warehouse. Due to this, I had to travel to another city to procure more products.

Due to frequent traveling, I ran out of money that was transferred to my account for traveling purposes. Since the company takes some time in issuing the funds, I spent money from my account.

I spent 10000 Rs. in total from my account. Kindly reimburse this amount.

Proof of all the receipts I received at the time of purchasing the ticket has been attached with this letter. To know more about these expenses before you can approve my request, you can contact me or call me to have an in-person conversation with me. I urge you to please approve my request as soon as possible since I need this money urgently. I am waiting for your response. Thank you so much for your anticipation.

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How To Create a Travel and Expense Policy [With Template+ Industry Examples]

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Business travel has seen massive changes in the last five years, and expense reimbursements are now harder to manage than ever before. In this article, we share an expense policy template and guidelines to make sure employees submit the right information from the get-go.   

A travel and expense policy is a collection of guidelines outlining how individuals should plan business-related travel, which expenses are eligible for reimbursement, and how reimbursements are managed. It outlines the company's dos and don'ts for all permitted business trips in order to prevent fraud and save expenses by enhancing budget transparency.  

Having such a policy is crucial for simplifying travel and expense (T&E) management procedures, rendering company costs more predictable, and assisting employees in understanding the spending caps of an approved business trip. This also goes a long way in improving the employee experience .  

Before we go through the business travel and expense policy template, let us look at what your policy should contain.  

Learn More :  Travel and Expense Management: Definition, Significance, Benefits, Key Features & Best Practices

Business Travel and Expense Policy Must-Haves  

A robust policy on travel and expenses should anticipate all possible questions from all stakeholders. When is it possible to upgrade or downgrade between  business class and economy class on flights? Can non-employees accompany a business traveler? Are there distinct sets of regulations for local and international travel?  

Typically, a company's finance and human resources departments are responsible for drafting its travel and spending policies. If an organization has a designated manager for business travel , they may also participate.  

Since the standards should be unambiguous and comprehensive, a travel and expenditure policy is generally extensive.  

The template we share should act as a guide, and HR managers need to customize and extend it as per their needs. But no matter which travel and expense policy template you choose, it should have the following sections:  

• Purpose : You should convey to all stakeholders that the policy is not merely a procedural step, but also a precaution to guarantee impartiality, minimize manual labor, and improve budgetary management altogether.  
• Business travel booking process : In this section, you must describe how to reserve airline tickets and lodgings, mentioning the company-approved booking tool, vendor, or platform.  
• Expense categories : Here, you will detail the various spending categories, such as business travel expenses, accommodations (hotel, Airbnb, or residences), lunches and dinners, phone charges, commute fees, and any asset management expenses incurred during the business trip.  
• Exceptions : To eliminate ambiguity, the T&E policy must specify which charges are excluded.  
• Expense reimbursement process : The policy should specify the method for submitting expenditure reports, the individual responsible for receiving them, the submission deadline, and the typical processing time for expense reimbursements .  
• Roles and responsibilities : The travel and expense policy should end with a detailed list of responsibilities assigned to the employee, their manager, various approvers, the HR team, and the T&E accountant.  

Now let us go through a policy template that covers these elements, and other essentials.  

Learn More: How To Automate Travel Expense Reporting in Enterprises    

Business Travel and Expense Policy Template  

The following T&E policy template has 12 sections, covering the most important sections you need. You can expand or add to the clauses to tailor the policy as per your organizational culture, budget, and nature of business: 

This policy is intended to:  

• Describe the categories of expenses which are reimbursable by the organization.  
• Inform personnel of their obligation to regulate and disclose travel and entertainment expenses.  
• Describe the actions an employee must take to submit and receive compensation for travel expenditures.  

Guiding principles

The policy of the organization is to compensate workers for any required, acceptable, and genuine expenditures incurred while traveling on approved business.  

The documentation and approval of travel costs must be listed on a travel expense statement. Each employee is responsible for adhering to business rules while making work-related purchases. In addition, it is the manager's job to comprehend the reasons for the expenditures and ensure that they've been reported in accordance with the established policy.    

Although these rules are meant to be exhaustive, it is difficult to anticipate every circumstance a traveler may experience. The traveler is required to follow these recommendations conservatively, commensurate with normal living standards, and use sound business judgment in situations where the policy has been exceeded by evolving circumstances.  

Preferred vendors

Our organizational travel agency is <travel agency name>. Travel plans may be scheduled with any agent who is available. The local office's telephone number is <(xxx) xxx-xxxx>.  

The travel agency will be tasked with finding the most affordable tickets and housing costs. If you must stay at a hotel that is more expensive than the allocated hotel, you must provide enough reason prior to making travel plans. The same policy applies to automobiles, air travel, etc.  

Air travel policy

LFR : All individuals flying with an airline must choose the Lowest Fare Routing (LFR) option. LFR is quoted as the minimum rational price for the business trip, (where possible).  

• Provide airfare discounts for round-trip travel.  
• The entire layover duration should not exceed one hour.  
• Allow not more than one intermediate stop each way.
• Exceptions to the policy document will be permitted with approval from the employee's supervisor in order to authorize additional costs.  

Approved travel class : Business, as well as First Class travel, isn't permitted unless the employee pays for it. Employees engaged in airline reward programs may utilize their private upgrades in conjunction with the company's reservation at the lowest available rate.  

Stopovers : Stopovers en route that are reasonable may be permitted, given that:  

• They have no negative impact on or interference with the accomplishment of the intended business goal.  
• These do not lead to significant work time loss.  
• The reported travel expenses do not exceed the appropriate airfare between the departure point and the work destination.  
• If such a layover occurs, the company takes no liability or responsibility for any employee's acts or actions that take place during or as a result of the stopover.  

Chargebacks : Airline tickets are deemed legal tender and should not be misplaced or discarded. Please return any unused tickets or ticket sections to the organization. After that, the tickets will be remitted to the travel agent for credit. Do not return unused tickets to the airline or travel agent directly.  

Car rentals and commutes

Car rentals are often the most expensive means of transportation and ought to only be used when local transit is impracticable or more expensive because of the nature of the journey or the sites being visited. Note that the taxi driver must acquire documentation for the fare charged.  

Please note that automobile rental volume discounts apply. When you make your bookings, the travel agents will be able to inform you of the car rental company we use.  

A predetermined sum of <$xxx> per mile or km> shall be paid for each mile or kilometer traveled for business purposes in a privately-owned vehicle permitted for business use and driven for such purposes.  

Accommodation

At the time hotel bookings are made via the company's tour operator, the best available pricing for rooms of reasonable quality in the most suitable area will be arranged. The passenger should confirm, upon arrival, that the rate displayed on the schedule is the price they get.  

Typically, the employee should choose establishments that are appropriately priced for the area and compatible with regular living conditions.  

Date, amount, location, and description of the nature of the business must be included for business dinners with customers or other colleagues. Include a list of the names of those who were entertained.  

Only wine and bar expenses linked only with a work meeting and not exceeding $xxx> per individual present are reimbursable. Employee entertainment isn't a reimbursable cost.  

Telephony charges

Employees traveling for work are authorized to make an appropriate number of long-distance calls home to confirm their arrival, make preparations for their return, and take good care of urgent personal problems that cannot wait.  

Regular business travel ers will be issued with calling cards for local and long-distance calls while on the road.  

Request for cash advances

A cash advance of up to <$xxx> per day of business travel may be requested by filling out a Request for Cash Advance application.  

All travel advance requests must be authorized and sent to the Accounts Payable division at least three working days before the traveler's departure.  

Miscellaneous policy inclusions and exclusions

Expense reporting.

<authority> regulations demand that traveling employees maintain a proper record for each trip and display all essential information to support each expense (who, what, why, when, as well as how much).  

The due date for expense reports is <e.g., thirty (30)> days following the first expenditure.  

Entertainment expenses incurred in the course of achieving business objectives must be evidenced by invoices for all expenses and supporting documents outlining the dates and locations of entertainment, the names and number of individuals involved, the business relationship between all parties, the business purpose, and the amount of each individual expenditure.  

Roles and responsibilities

Learn More: Rethinking Your Travel & Expense Management With Smarter Technology    

Examples of Business Travel and Expense Policies to Inspire You  

Remember that there’s no hard and fast rule when it comes to adhering to a T&E policy template. Companies around the world customize their policies as per their requirements; here are a few notable examples.  

The expense policy at Netflix consists of simply five words: "Act in Netflix's best interest." It aligns with Netflix's general cultural code, which has a comprehensive subsection on freedom and accountability. For example, the company's maternity leave policy includes the phrase "take care of your baby and yourself" and specifies that new parents often need 4 to 8 months.  

The policy document for BBC's business travel and expense reimbursement is extremely detailed. In addition to being consistent with the company's employee-centric culture, there are laws limiting "late night/early morning transport" (LNEMT), which is reasonable given the operational hours of its business. If payment from the BBC was delayed, and this was the basis for the interest, employees may claim credit card interest expenses.  

 FedEx's policy reads more like a legally binding document than a statement of guidelines. Page one of the policy specifies that "termination" is a potential consequence for workers who violate the policy. It is a good idea to spell this out and avoid legal ambiguity later on.  

Learn More: Make Your Business Go Places With Darwinbox’s Brand New Travel Module!    

Policies for business travel and expense reimbursement are meaningless unless you have a system to enforce them. That’s where T&E management software like Darwinbox comes in.  

With a unified platform,  you can integrate your expense policy with payroll and attendance and automatically receive information to simplify expense reimbursements . Schedule a demo with Darwinbox to learn more !

Recommended Reading

How does travel and expense management improve employee experience, establishing a travel and expenses process: strategy, steps & best practices, how to detect and prevent expense fraud, speak your mind.

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Travel Expense Reimbursement Request Letter

Travel expense reimbursement letter.

Jenny Kimmel

Human Resources Manager

SolutionRealty Corp.

2281 Diamond Street, Los Angeles, CA 90021

[email protected]

Sherryl Jackson

3196 Carriage Court,

Encinitas, CA 92024

Dear Sherryl Jackson,

I hope this email finds you well. I am Jenny Kimmel, a representative from SolutionRealty Corp. It has come to my attention that you recently incurred travel expenses as part of your duties at our company. I want to inform you that we have established a formal process to handle such claims and ensure transparency in our financial transactions.

The purpose of this letter is to provide you with a formal record of your claim and guide you on the necessary steps for reimbursement. It is crucial that all claims are made following our company's travel and expense policy, which is available for your reference on our intranet. Adhering to this policy will help us streamline our accounting processes and maintain uniformity in our financial transactions.

To initiate your reimbursement request, please follow these steps:

Complete the Travel Expense Reimbursement Form, which can be found on our intranet or by reaching out to our Finance Department.

Gather all relevant receipts, tickets, and supporting documentation for your travel expenses.

Submit the completed form and supporting documents to the Finance Department within 30 days of your return from the trip.

Once we have received your reimbursement request, our Finance Department will review it diligently. We strive to process all reimbursements promptly, and you can expect the funds to be deposited into your designated account within two weeks of approval.

If you have any questions or require assistance during the process, please do not hesitate to contact me via phone at 222 555 7777 or email me at [email protected]

Thank you for your cooperation in following our travel and expense policy. Your adherence to these guidelines ensures a smooth and transparent reimbursement process that benefits both employees and the company.

Best regards,

SolutionRealty Corp

222 555 7777

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Sample Letter format for Claiming Travel Expenses from Office

[Below briefly describe on Sample Letter format for Claiming Travel Expenses from Office, manager, director, school, govt office or wherever you are working. You need to modify this sample according to your needs.]

Date…

Authority Name/Job Designation…,

Department Name…

Company/Institute name…

Address…

Sub: Letter for Claiming Travel Expenses

Kindly refer to the subject as cited above, it is submitted that undersigned has made a visit to (City name) in compliance of your order for the purpose of resolving managerial issues (Cause of travel) in the office of (Company/Institute name). In this context, undersigned made visits by air and then on the metro train. (Transport name).

Therefore, you are requested to please recommend my application for claiming travel expenses to the headquarters for its final approval.  My travel tickets and other receipts are attached herewith. (Show additional information).

Thanking You,

Your name…

Job Designation…

Another format,

Dear Sir/Madam,

It is to request you that (Employee/Higher Authority name), the Manager Supplies (Job Designation) and two of his teammates, (Mate name 1) and (Mate name 2) had gone to 9Area  and City name) for official audit (Travel purpose) on our retailer (Company/Institute name). He and his teammates were there for two days and three nights (More/less). His travel, as well as accommodation expenses, were a total of (Amount of money) which has been sent by the accounts department.

You are requested that please pay the travel expenses as well as accommodation charges to (Employee name) in lieu of the charges paid by him.

Thank you so much.

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Travel Expense Reimbursement Form

A travel expense reimbursement form is used by organizations to reimburse employees for travel-related expenses.

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A travel expense reimbursement form is used by organizations to reimburse employees for travel-related expenses. Whether your employees are on a business trip or working from home, your company can help them keep track of out-of-office expenses with our free Travel Expense Reimbursement Form. Simply customize the form to suit your business and embed it on your website or share it via email, link, or QR code. Employees can then get reimbursed for meals and transportation costs, regardless of whether they’re claiming per diem amounts or filing receipts. It’s also ideal for travel agents who help their clients book their conferences, seminars, or vacation packages. Get reimbursed for travel-related deals quickly and easily, and streamline the booking process.

With our free online Travel Expense Reimbursement Form template, employees can track expenses simply by adding receipts to the form as images with our mobile app. They can then send completed forms to your travel or expense manager for approval — or download PDFs of expenses for your accountant. Streamline your business travel with a free online Travel Expense Reimbursement Form template.

Travel Expense Reimbursement Form FAQs

1) why is a travel expense reimbursement form used.

A travel expense reimbursement form is used to record the expenses an employee incurs during business trips or other work-related travel. The employee then submits the form in order to be reimbursed.

2) What should be included in a travel expense reimbursement form?

A travel expense reimbursement form should include fields to record the details of any travel-related expenses, such as transportation costs, accommodation fees, and meal expenses. It should also include fields for the employee’s name and contact information and any supporting documentation, such as receipts or invoices.

3) When should you use a travel expense reimbursement form?

A travel expense reimbursement form should be used whenever an employee incurs travel-related expenses that they need to be reimbursed for by their organization. For instance, employees can be reimbursed for expenses incurred for business trips, client meetings, conferences, or other work-related travel.

4) Who can use a travel expense reimbursement form?

Any organization that has employees who incur travel-related expenses can use a travel expense reimbursement form. This can include businesses, nonprofit organizations, government agencies, and more.

5) How do I create a travel expense reimbursement form with Jotform?

To create a travel expense reimbursement form with Jotform, simply sign up for a Jotform account for free and use this template to get started. Use the drag-and-drop form builder to customize the form to suit your organization’s needs. Add fields for the necessary information, such as expense details, employee information, and any required supporting documentation. Once you’re done, you can embed the form on your website or share it with employees via email, link, or QR code.

6) What are the benefits of using a travel expense reimbursement form template?

Using a travel expense reimbursement form template offers several benefits. It simplifies the process of tracking and reimbursing travel expenses, saving time and reducing administrative burden. It also provides a standardized format for expense reporting, ensuring consistency and accuracy. Additionally, Jotform offers features like electronic signatures, integrations with 100-plus third-party apps, and extensive customization options, making the reimbursement process even more efficient and convenient.

Employee Information Form

The employee Information form is being used by many companies to record and catalog their employees' information and help to collect the details needed for their database. The Template contains different sections where employee contact and personal information, all necessary information related to their job and position, emergency contact information can be collected. With many more customizable tools and widgets, build your own form using this one as your basis.If you’re looking to get more out of your employee info, add your logo or add a background image to brand the form. Or, edit the field layout, add form widgets, and add statistics to each description to track your company’s progress. And if you’ve got a lot of employees, use Jotform’s bulk editor to update fields, save time, and avoid mistakes. Collect all the employee data you need with a free employee information form.

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Screening Checklist For Visitors And Employees

A screening checklist for visitors and employees is used to track the contact details and symptoms of every visitor or employee who has entered an establishment during the coronavirus crisis. Whether you work for a hospital, doctor’s office, or other essential organization that needs to stay open, reduce the spread of COVID-19 by running checks on visitors and employees using our free online Screening Checklist for Visitors and Employees — easy to fill in on any device. By keeping track of the symptoms of everyone who enters your building, you can take steps to prevent the coronavirus from spreading.This online form already has fields for names, symptoms, and temperature checks, but use our drag-and-drop Form Builder to add other fields that are essential for your needs. Add your company logo, rearrange the layout, or include an e-signature field to let people officially sign off on their coronavirus checks. If you need to transfer the information to your other accounts — such as Salesforce (also available on Salesforce AppExchange), HubSpot, Zoho, Airtable, Trello, Slack, and more — use our free form integrations to do it automatically. And you can even protect submissions with sensitive health information using Jotform’s HIPAA compliance option. Keep everyone safe and reduce the spread of the coronavirus with a free Screening Checklist for Visitors and Employees.

Employee End Of Day Report

An employee end of day report form is used to track employee progress and keep track of daily accomplishments. Let employees submit daily reports online through our free Employee End of Day Report Form, which you can send via email or embed in your website for easier access — you can even password protect your form to ensure it’s only filled out by your employees. Gather important information like clock out time, goals, tasks completed, and any questions your employees’ may have for their supervisors. Submissions are stored in your Jotform account, readily accessible on any device.Different jobs require different reports, so customize your Employee End of Day Report to get the information you need using Jotform Form Builder. Simply drag and drop to rearrange form fields, upload a background image, or include your company logo for a professional touch. Keep better track of daily reports by integrating your form with third-party apps like Slack, monday.com, Google Drive, or Salesforce CRM (also available on Salesforce AppExchange). With your free Employee End of Day Report Form instantly collecting information online, you’ll have a cost-effective way to gather end of day reports from your employees — no more messy paperwork or time-consuming daily meetings.

New Employee Details Form

A new employee details form is a very useful form that is used to collect all the necessary information from new employees. This form has fields containing the new employee's general contact information, position, work type and days, bank account details, and tax and fund information. The new employee details form is very important since it presents the basic information gathered by human resources in a single form with target questions.Jotform can be easily customized by adding a logo, updating form fields, diversifying the questions, choosing new fonts and colors, adding an e-signature with drag-and-drop form builder, and an easy-to-use interface that does not necessitate any coding. Boost your hiring progress with a new employee details form via JotForm. Easily embed your form either on your website or share it via URL. All can be achieved without coding!

Time Off Request Form

The Time Off Request Form allows to track employee time off requests on a daily basis, where employees enter their contact information, start and end date of their leave, time interval information and further comments if any. You can use this template as a basis and create your own form with many more customizable tool and widgets.

An Employee Information Form is a form template designed to help companies record and catalog essential employee details for their database

Want that artistic gig? Screen the next participant that will put their talent out there with our form! Allows for modification to fit band members.Perfect for recruiters. PayPal integrated payment for donations.

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An Employee End of Day Report is a form template designed to track employee progress and keep a record of daily accomplishments

Accelerate and improve your new recruiting process with the new employee details form that provides all the necessary information. No code required!

The Time Off Request Form allows to track employee time off requests on a daily basis, where employees enter their contact information, start and end date of their leave, time interval information and further comments if any.

Medical Employment Information Form

Here is an Employee Medical History Form that can be used to create an employee medical information database which provides employee contact information along with emergency contact information and medical insurance details.

Sickness Leave Form

Apply for a sickness leave to your employer by using this Sickness Leave Form. This form should be approved by your supervisor so that the payroll will use your remaining leave credits.

Personal Data Sheet

A Personal Data Sheet is a form template designed to collect details about a person from an organization.

Employee Travel Authorization Form

Get authorization from your company to travel and attend a conference, seminar, auditing, or inspection by using this Employee Travel Authorization Form. This form can be embedded on ay webpage using the embed code.

Feature Artist Registration Form

Want to know the artist info? These templates are for Music and media industry. fill out this template in order to know them better and let them registered on entry for the Invitation.

Employee Availability Form

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Recruitment Requisition Form

A Recruitment Requisition Form is a document used to create a record of the desired requisition for open job positions in an organization, business, or private sector.

Employee Registration Form

An employee registration form is used by companies to recruit new employees. Inspire the next generation of talent with your company by recruiting with a free Employee Registration Form.

Work Permit Application Form

A Work Permit Application Form is a document that is used when applying for permission to work.

Employee Change Form

Change the employment status of an employee smoothly by using this Employee Change Form. This form template contains all necessary information when updating or changing the status of an employee.

Employee Emergency Contact Form

Gather emergency contact information for employees. Free online form for HR. Easy to customize and embed. Integrate with 100+ apps. No coding.

Military Leave Form

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Work Release Form

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Employee Attendance Form

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Employee Payroll Change Form

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Coronavirus Measures Checklist

Check up on your employees with a free Coronavirus Measures Checklist. Collect responses online. View symptoms, temperatures, and more.

About Employee Information Forms

Streamline your employee intake process and seamlessly onboard new employees with Jotform. Simply choose an Employee Information Form Template below to securely collect employee information like contact details, medical history, and emergency contact information. Our easy-to-use Form Builder lets you customize form fields, change fonts and colors, or add your company logo to make an employee information form that perfectly matches your business. Why not integrate with Google Sheets or Airtable to create detailed spreadsheets of all employee info? Say goodbye to messy paperwork — our Employee Information Form Templates automate your employee intake process, organizing your HR database in no time at all.

Expense Reimbursement Form Templates

A reimbursement form is used by most businesses and non-profit organizations. A new employer will soon realize they need a way to reimburse employees for general business expenses like office supplies, mileage, software, training fees, etc. For travel, you can use the Travel Expense Form or Mileage Tracker , but for these other expenses, a general reimbursement form will suffice. All you need is a simple spreadsheet for this type of form, so our Employee Expense Reimbursement Form below is just the thing. I have also added a new printable PTA Reimbursement form.

Employee Expense Reimbursement Form

Other versions.

License : Private Use (not for distribution or resale)

"No installation, no macros - just a simple spreadsheet" - by Jon Wittwer

Description

This reimbursement form was designed to allow employees to request reimbursement for general business expenses.

For travel-related expense reimbursement, use the Travel Expense Report . If you routinely use a vehicle for business purposes, download our Mileage Tracking Log .

Reimbursement Form with Receipts

Including digital receipts with reimbursement forms is becoming increasingly popular. Attaching electronic scans or photos of your receipts along with your form via email is an option. But, with this template you can insert images of your receipts below the form. Then you can print the form with the included receipts as a single PDF file.

New for Google Sheets: Google Sheets allows you to insert images into cells, so this could be done with receipts. However, GS currently doesn't have a great way to easily view larger versions of the images within cells. This template uses a separate worksheet to allow viewing the larger versions of the images.

PTA Reimbursement Form

My wife was PTA treasurer this year (2018-2019), so we based this form on how our school's PTA handles reimbursements. You can use this form to create a printable reimbursement form for your PTA, PTO, or similar organization.

How to Reimburse Employees for Business Expenses

For employers.

• Customize the Template: Start by customizing the reimbursement form template with your specific information. Ensure that the list of expense categories is relevant and up-to-date. Include a note about current mileage rates, which can be found on the IRS or GSA websites below.
• Establish Reimbursement Criteria: Clearly define what types of expenses are eligible for reimbursement. This helps avoid misunderstandings and potential disputes. Consider setting limits on certain types of expenses, such as meals or travel. Another common policy is to require an employee to get prior approval for any purchase over $XX.
• Provide the Form to Employees: Give a copy of the customized form to your employees when they need to submit a request for expense reimbursement. Make sure they understand how to fill it out and the importance of attaching receipts.
• Substantiate Expenses with Receipts: Ensure employees know that they need to substantiate (provide evidence to support) expenses with receipts, especially for amounts exceeding $75, as per IRS guidelines. Decide if you want to require receipts for smaller amounts for better record-keeping (some experts suggest including receipts for all expenses).
• Process Payments: For accounting purposes (assuming you are using an "accountable plan" - see IRS Publication 463 ), I find it simpler to write a separate check than to include the reimbursement in a payroll check. Employees may appreciate being reimbursed as soon as possible, instead of waiting for the normal paycheck. Clearly mark the check as "Expense Reimbursement" in the memo field.

For Employees

• Complete the Reimbursement Form: For each expense, choose an appropriate category. If you have questions about how to use the form, ask your employer.
• Attach Receipts: Attach copies of all receipts to the reimbursement form. For digital submissions, scans or photos of receipts are usually acceptable. Keep copies of all your receipts and the completed form for your own records.
• Business Meals: For business meals to be tax-deductible, there must be a clear business purpose, along with a receipt. You might include the purpose for the meal in the Description if you are listing many items on a single form.
• Submit the Form: Follow your company's procedure for submitting reimbursement forms, whether that is through email or a physical copy. Do this promptly to avoid delays. The longer you wait, the more likely you'll forget or lose your receipts.

General Tips

• Discuss Approved Expenses: Employers and employees should regularly discuss what expenses are eligible for reimbursement to avoid any confusion.
• Set Clear Policies: Both parties should understand the company’s policies on expense limits and the types of expenses that require prior approval.
• Use Per Diem Rates: Consider using per diem rates for expenses like meals and lodging to simplify the reimbursement process. These rates can be found on the General Services Administration website.
• IRS Publication 463 (Chapter 6) at irs.gov - How to Report Expenses (information for both employees and employers)
• Mileage and Per Diem Rates at www.gsa.gov - U.S. General Services Administration website providing mandated rates for mileage reimbursement and per diem.
• Standard Mileage Rates at www.irs.gov - The IRS's table for employees and self-employed individuals.

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