Be it an employee or employer, an international event host or conference attendee, a reimbursement form is required by all either to claim the expenses or to reimburse the expenses. You can use a ready-made template form or can make one. The travel reimbursement form templates and examples provided below will help you.
5 Steps to Write a Travel Reimbursement Forms
Step 1: Format of the Form
There are several formats available online which can be used and customized for your business needs. But you need to make available to your employees, students (if applicable), and other staff a reimbursement form which is easy to understand and quick to fill. If it is lengthy; no problem, but it should solve the purpose and should look neat and clean.
Step 2: What Details to Include In the Form
It depends on the trips your employees take. The trips may be inland or foreign. If the trips include foreign trips then there may be fields for foreign exchange data. It should also include the bank details of the payee to make a quick transfer of the amount. To exercise internal control regarding payments, there must be the proper authorization of the payment, so approval space should be included.
Step 3: Types of Expenses and Their Details
The common expenses which are incurred on any business trip like ground transportation, lodging, meals, airfare, car rental expenses, gas, etc. are required in the reimbursement form. Apart from these expenses, there may be other expenses that are not supposed to incur in the normal course, but the employee has to pay in any circumstances, they should be included. The expenses summary should be there on the first page and their details should be written separately, to make the form look clean.
Step 4: Non-Reimbursable Expenses
Not all the expenses incurred on a business trip are reimbursable. If personal and business trips are taken together, the personal expenses of the employees and their guests will be borne by the employee. They will not be reimbursed. The same applies to some items such as alcohol. Some organizations do not allow alcohol consumption on business trips. It depends on your organization’s travel policy.
Step 5: Travel Policy and Reimbursement Form
Include the important instructions regarding the reimbursement in the reimbursement form. They should be in alignment with the travel policy of your organization. It is important because the employees may not remember the travel policy at the time of filling the form but they can quickly go over the points if they are annexed in the form. It will avoid the wrong submission of the details and will also save time.
10+ Travel Reimbursement Form Templates
1. Basic Travel Reimbursement Form
You can use this simple reimbursement form template in your organization to reimburse travel expenses to your employees and executives. It is not a format but all the expenses that require to be reimbursed are included. It is very easy to use. It is highly customizable so that you can make any required changes as per your need.
2. Detailed Travel Reimbursement Form Template
This is a simple reimbursement form for travel done for the university. This is a template which is not only for staff but for students and other employees as well. This is an editable format which can be used for international travel as well. In case you need a travel reimbursement form for university, you can refer to this form.
3. Simple Travel Reimbursement Format
This is another editable format for travel for university. Again it can be used by staff, students or any other visitors. Bank details of the payee are requested for direct account transfer. Apart from it, there is an approval of a responsible person to exercise control over payments. Instructions and documents required to be attached are specified.This is the sample of mileage reimbursement form.
4. Standard Travel Reimbursement Form Template
This type of editable form can be provided to employees for travel expenses report template. There is a summary of expenses on the first page along with the justification of business trip. The details of all the expenses are provided on the pages below. For each expense, there is a note section, if required.
5. Sample Travel Reimbursement Form
It is one more travel order form for university business. It can be used for an international business trip as well. This template in PDF allows the employee to separate his business expenses from personal expenses. In case personal assets are used for any purpose during the business trip e.g. vehicle, it can be separately claimed.
6. Visitor Travel Reimbursement Form
An employee can attend a conference within the county or abroad on behalf of his organization. So it is a travel reimbursement form for visitors from other countries who attended the conference. The format includes only travel expenses. You can refer to this travel order form or use it after making necessary adjustments.
7. Basic Travel Reimbursement Form
Sometimes the employer may require employees to avail any medical treatment for increasing productivity of the employee if the employee is in need of it. This expense report template is for reimbursement expenses for travel within the city to the medical practitioner’s place. Example is given for your reference.
8. Professional Travel Reimbursement Format
If you are working in a government office and take business trips, you can use this format for reimbursement of your travel expenses voucher. To get an idea of the travel rates, you can visit the website given at the top. This is not a very detailed format so receipts will be required for every amount claimed in the form.
9. Travel Reimbursement Form Example
This is a reimbursement form template in PDF for traveling abroad for a conference. In order to claim reimbursement, first of all, you need to check the kind of visa you are availing. So it is better to read the instructions before filling the form. If you are attending such conference or arranging one, this expense report sample can be referred to.
10. Simple Travel Reimbursement Layout
This template form and expense voucher serves the purpose for reimbursement of travel expenses for attending a social dialogue. The form is to be submitted by the attendees along with specified receipts and other documents. You can use this form if you are arranging such an event. Do remember to include the instruction set for the users of the form.
11. Modern Travel Reimbursement Form Template
It is another travel invoice template for travel reimbursement to the employee for medical treatment. The form is for travel only to the medical practitioner’s place. It is a blank template. An example is given for your reference. The format is simple. You can refer it to make your own form.