23 Free Office Expense Reimbursement Forms

Download these 23 Free Office Expense Reimbursement Forms to prepare and print your own Reimbursement Requests for your senior management. You can also download our collection of Employee Write-Up Forms as well.

When employees spend personal money for company’s work or expenses, by the law, their employers are required to return that money. This is what we call reimbursement or refund of the expenses an employee makes on behalf of the company. An employee can’t just say that he made some expenses in the favor of the company and gets his money back but there is a complete process of all the paper work and authorization. This process might seem complicated but well organized companies have made it very simple. With the office expense reimbursement form, employees just need to give all the details of the expenses and they are given their money back.

Uses and importance of Office Expense Reimbursement Form:

Organizations and companies are getting more advanced with each day and they are implementing more technologies in business with each passing year. Who could have thought that there will be a time when a company owner could just sit at home and see who came to office on time on his mobile but that’s the case these days with online scanning employee cards? In the same sense, most companies don’t ask their employees to go through all the paper work of getting reimbursed for the expenses they made for work purposes but all of their expenditures are monitored digitally and at the end of the month, they are just given the money they spend in favor of the company.

In case, your company doesn’t have this facility, you are asked by the finance department to fill out on office expense reimbursement form and submit it with all the required details and receipts to get the money reimbursed. If that’s the scenario in your organization, you should get to know these forms better because you will be using these on regular basis. Either you travel to other cities for work purposes or have lunch meetings with your clients; you make all these expenses with the permission of your company. When you want to get the money you spend back in your account, you will simply submit this reimbursement form and you will get paid.

With all the other benefits from the perspective of the employees, there are many advantages of reimbursement forms for the company itself. For instance, when an employee fills out the refund request form, they provide all the proof of what they actually spend and this way the finance department can verify their expenses. With these forms, the finance department can also make sure that the employee is compensated only for allowed expenses. For taxation purposes and financial audits, the company can keep these refund request forms in permanent record.

 

Free Office Expense Reimbursement Forms

Here are previews and download links for these Office Expense Reimbursement Forms in PDF Format to allow you to quickly fill up and print your own Office Expense Reimbursement Form.

office reimbursement form 01

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office reimbursement form 02

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office reimbursement form 03

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office reimbursement form 04

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office reimbursement form 05

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office reimbursement form 06

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expense reimbursement form 07

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expense reimbursement form 08

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expense reimbursement form 09

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expense reimbursement form 10

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expense reimbursement form 11

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expense reimbursement form 12

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expense reimbursement form 13

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expense reimbursement form 14

Download link for this expense reimbursement form 14 in MS Excel format,

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expense reimbursement form 17

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expense reimbursement form 18

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expense reimbursement form 19

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expense reimbursement form 20

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expense reimbursement form 22

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expense reimbursement form 23

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Key Elements of an Office Expense Reimbursement Form:

Choose the Correct Type of the Form:

Not only that there are various types of reimbursement forms but there are also many formats that you can use. It depends on the company that you work in and the required details that you need to put into the form before you choose any particular design of this form. Usually there is the medical reimbursement form, travel reimbursement form, office purchase reimbursement form and most common is the client meal reimbursement form. It’s better to use specific form for each purpose but you can also use a general reimbursement form if your company allows it.

Include Details of the Employee:

On the top of the form where it says that it’s an office expense reimbursement form, there should be section for the employee to put his or her details. This section must include full name of the employee, his designation, the department where he works, name of his or her HOD or supervisor and the date on which the employee is submitting the form in the finance department.

Short Summary of Allowed Expenses:

It’s very common in most organizations and companies to limit the use of petty cash or expenses that will be reimbursed by the company for each department. For instance, a marketing department wouldn’t be allowed to purchase an office printer while the purchase department isn’t allowed to have lunch or dinner meetings with the clients on account of the company. Usually the form only states the limit of the expenses that each department’s employees are allowed to make.

Details of Expenses Made by the Employee:

This is the part of the office expense reimbursement document where the employee states all the expenses that he made. This can be medical, client meeting or other office expenses that the company allows the employees to make on behalf of the company and then get repaid for the expenditure. Here the employee should include all the details i.e. in case it’s a travel expense form, the employee is asked to state the purpose of his visit, the cost of travel, the cost of staying in the hotel, expenses of his meals and other expenses.

Checklist for Required Documents:

Although it’s not uncommon that companies just ask their employees to fill out the reimbursement forms and then they are paid the money they spend for work reasons but it’s usually the case that when employees submit this form in the finance department, they are also asked to attach all the relevant documents with i.e. travel ticket copy, receipt from the hotel where the employee stayed during the trip, receipts from the restaurant where he ate and other relevant documents that proof the employee did made the expenses.

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