A travel expense reimbursement form is one of the basic right of employees or staff members of an organization. The company can decide whether they want to pay for the employees’ business trip on behalf of the company or personal trips such as summer vacation. It is an essential step for the higher authority to make sure they specify exactly which expenses they will compensate to the employee. For instance, if the company pays for the food, it should be specified how many meals a day they will pay for. If the company pay for a family member with the employee. The same goes for travel expenses, plane tickets, lodging and entertainment. This way, when the worker is spending their money, they will have a general idea about the purchases they will be compensated by the end of the trip or after returning.
Details of Travel Expense Reimbursement Form:
Travel expense reimbursement forms are beneficial to both, the manager and the worker. It is also known as reimbursement list, which make it easier for the authority to calculate the prices and check their authenticity. The employees work better in the organization when they know that they will be reimbursed. However, when the employee is on a trip, it is their responsibility to keep receipts as a proof of every purchase. This creates a positive impact on the employee when requesting for a reimbursement.
Guide on Preparing a Travel Expense Reimbursement Form:
The travel expense reimbursement form should be formulated on MS Excel spreadsheet. The list should include all the purchases that the employee wants to be reimbursed for. The purchases may be major or small scale. The format of a reimbursement list should be uncomplicated and to the point. A basic guide on making a reimbursement list is mentioned below:
1. First and foremost, give a basic introduction about the trip. Where the trip was taken, when the trip was made, the time duration of the trip and the date of departure as well as arrival.
2. The date on which the list is being made.
3. The amount given to the employee before the tip was made. In a table format, for example:.
• Food $2000
• Plane tickets $5000
• Other expenses $1000
4. A list of all the expenditures made along with the dates on which they were made, and the amount spent on them.
5. The amount of tax inclusions on each purchase.
6. The total amount spent over all on the whole trip.
7. The difference between the amount given and the amount spent under the heading “reimbursement amount”.
8. Any additional notes or expenses to be mentioned.
Details of a Travel Expense Reimbursement Form:
Addition and subtraction of certain points according to the necessity is permitted. However, it should be made sure to keep the list as short and to the point as possible. If the receipts of expenditures are available, they should be attached along with the reimbursement list. This shows the accuracy of the amounts mentioned in the list. The reimbursement list can be emailed or printed out and given to the company. The company is obligated to reimburse the employees according to their organization’s reimbursement policy.
Template For Travel Expense Reimbursement Form
