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Employee Reimbursement Form

Employees may use an employee reimbursement form to request reimbursement for expenses paid on behalf of the company. A standardized template facilitates easier accounting by collecting information in a uniform manner. Costs eligible for reimbursement depend on the agreement between the employee and employer.
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Mileage (IRS) Reimbursement — The IRS sets standard rates for compensating workers for use of personal vehicles.

How to Get Reimbursed for Expenses (4 steps)

1. Determine What is Considered an “Expense”

person using calculator and receipt to write down expenses in notebook

Expenses that are typically eligible for reimbursement include:

  • Advertising — Costs attributed to the advertising of the business or employee’s activities
  • Office Supplies — Such as pens, paper, and printer cartridges
  • Repairs and Maintenance — For machinery or utilities used by the business
  • Taxes — Such as tolls and sales taxes
  • Travel — Lodging, entertainment, meals, and renting vehicles
  • Utilities — Such as cell phone bills and software subscriptions

A full list of expense categories recognized by the IRS is available on Form 1040 (Schedule C) Part II. Although the IRS allows companies to expense these categories, this does not guarantee that the company will reimburse the employee.

2. Keep Your Receipts

stack of receipts being clipped together

Under IRS rules, all expense reports and associated receipts should be maintained for three years. Therefore, a physical receipt is required for all expenses that are paid in cash. If the employee has submitted the necessary receipts and paperwork to the company then they will be responsible for providing them to the IRS if an audit is pursued.

Employers usually require documentation of reimbursement claims, so receipts for allowable purchases should be saved and submitted with the reimbursement form. Though it may not be possible to prove mileage, gas, and toll receipts are usually good enough. If driving a significant distance, you may also print and submit directions from an online mapping site such as Google Maps to verify the distance traveled. Note that the IRS sets standard mileage reimbursement rates.

All hope is not lost if you’ve discarded receipts. Most banks make records of credit or debit card activity available online. Log into your online banking site and check the account activity section to find electronic records of purchases.

3. Categorize Your Expenses

person using app on tablet to document expenses

Use the employee reimbursement form to properly categorize the expenses. It’s important to provide as much detail as possible, including:

  • Date
  • Payment method
  • Purpose
  • Description

Calculate the grand total and submit it directly to the employer or to the respective department.

4. Get Reimbursed

person filling out employee reimbursement form on clipboard

Most employers have a 30-day reimbursement program unless the company reimburses immediately. The employee may also have to submit additional paperwork in accordance with company policy. Afterward, the employee should be given an untaxed check for the total expense.