A travel allowance claim/reimbursement form is used by employees for reimbursement of their travel expenses during business trips from the company. Every employer should have a well-designed claim form ready all the time so that there is no delay in reimbursing the employees when they ask for their travel expenses. Here are a few steps to write a perfect travel allowance claim form templates.
5 Steps to Write a Travel Allowance Claim Form
Step 1: Purpose of Your Visit
Your travel claim form should definitely state the purpose of your visit. If you are going for a domestic or international business tour on behalf of the company, make sure you clearly state the reasons for your visit to the company authorities. The purpose can be anything from the committee meeting, meet up with a prospective client, or marketing tours.
Step 2: Your Budget Details
It is advisable to get a clear idea about the travel budget allowance you are eligible for from the company authorities. Now that you know about your budget allowance, mention that in the claim form. Try to keep your travel expenses within the budget. If in any case, the expenses exceed your prescribed budget, mention the reasons clearly with receipts attached.
Step 3: Travel Fare Details
Next mention whether you are traveling by air or by railways. All ground transportation details including mileage of car rentals, car rental fairs, air or railway ticket fares, and local transportation expenses should be included in the claim form. Take into account how much personal mileage expense you are allowed to and try to remain within the budget.
Step 4: Attach All Your Travel Receipts
Your travel receipts are very important for claiming any reimbursement. Your travel receipts must include your transportation fares including car rentals and local travel expenses, hotel booking receipts, meals taken during the tour, and miscellaneous expenditures. Attach all your travel receipts to the claim form.
Step 5: Deduct Your Advances
To send the final claim form to the company’s budget authorities, you must mention any advance payment you have received from your company regarding your company tour. Deduct that amount from the total expenses of your claim form. This will show the actual figure of the claim amount.
9+ Travel Allowance Claim Form Templates
1. Travel Allowance Reimbursement Claim Form Template
This simple travel allowance reimbursement form template lists all your travel itineraries including dates of travel, lodging, meals, mileage, goods purchases, and transportation costs. There is a separate section for the purpose of your visit which needs to be filled in with all the details.
2. Compact School Staff Allowance Claim Form Template
This claim form is to cover the travel expenses incurred by school staffs during official travels. This simple reimbursement forms clearly states that all necessary receipts should be attached along with the itemized list of all the travel expenses. The expense claim form template in PDF should be submitted within 30 days of the completion of the travel.
3. Detailed Travel Allowance Claim Form Template
This is a detailed travel allowance claim form and it is to be submitted by the claimant within a stipulated time frame. The travel expense report template contains all information regarding your reason for travel, departure and arrival dates, transportation expenses, accommodation and meals, and total expenditure.
4. Two-Page Travel Claim Form Template
The two-page claim form gives a clear picture of your travel allowance as well as helps you to calculate your subsistence allowance as well. All information regarding your overnight accommodation, use of vehicle and car rentals, mileage, food, and other expenses are included in the claim form.
5. Well-Formatted Travel Allowance Claim Form
This outstation travel allowance claim form is for students, faculty members, and staff of the school. The reimbursement form template clearly states the purpose of the travel, funding source, and the dates of travel in a clear format. Your documents of travel should be neatly attached to your claim form. If you fail to provide proper documents, you should produce the reason at the time of submission of the claim form
6. Formatted Travel Allowance ClaimTemplate
This travel allowance claim form is well formatted and is meant for reimbursement of travel expenses of the school-based staff. This template will help the school personnel to claim for any expense they have incurred during the official duty of the school. The travel order forms template contains information of the school staff employee, details of the vehicle, mileage claim, and approval for payment.
7. Summarized Travelling Allowance Claim Form
This is a summarized traveling and dearness (TA/DA) claim form template. The mileage reimbursement form template will give all the necessary details of your travel such as the purpose of visit, departure and arrival dates, a period of stay, mode of journey, and original expenses supported by receipts. The amount claimed and the total amount sanctioned must be clearly stated in the claim form.
8. Standard Travelling Allowance Claim Form Template
This travel expense claim form is very detailed and will guide you to cover all your travel expenses in a systematic way along with your updated bank account details. This mileage reimbursement form clearly states in case there is any change in the bank details, all new claimants and existing claimants should state that in their claim form.
9. Concise Travel Allowance Claim Form Template
This is an employee travel and subsistence allowance claim form. All payments are processed within 14 days of the submission of the claim form. The claim form template itemizes all your expenses including transport, mileage, accommodation, subsistence, arrival and departure dates and timings, travel fare details, and other miscellaneous expenditures.
10. Well-Documented Staff Travel Claim template
This is a very well-documented expense sheet and claim form for the University staff personnel. The claim form states that all the bank details of the departmental staff should be updated properly. The sample claim form clearly shows all the details such as the purpose of visit and expense type with receipts with proper signatures. A guideline for completion of claim form is also provided along with the claim form.