Expense reimbursement form
A signable expense reimbursement form covering business purpose, totals, attachments, and approval — designed to be filed alongside receipts.
Expense Reimbursement Form
Submitted by: · Department: · Approver:
Business purpose
Period:
Line items
Total:
Payment method
Notes
Attestation
I confirm that all expenses listed above were incurred in the course of legitimate business activity, that itemized receipts are attached or stored in the Company's expense system, and that no portion has been or will be reimbursed by another party.
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Made with WalnutsHR Paper · Reviewed for United States (general) · April 2026
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No compliance hints for this jurisdiction yet — your document looks good for the basics. Have a lawyer review before sending anything consequential.
About this template
An expense reimbursement form keeps a clean paper trail for tax, audit, and budget purposes. Even with a fully digital expense tool, having a signable artifact for unusual or out-of-system expenses is useful.
When to use it
- An employee paid out-of-pocket for a legitimate business expense.
- You need a signed record for audit / tax purposes.
- Your expense tool doesn't cover unusual expense categories.
What to include
- Submitter and approver, clearly named.
- Specific business purpose — "client meeting in Toronto on March 5" beats "travel".
- Itemized line items with date, vendor, category, and amount.
- Payment method and a clean total.
- Attestation language confirming the expenses are legitimate and not double-claimed.
- Two signatures: submitter and approver.
Frequently asked questions
Do remote-work costs count?
In California, Illinois, and a few other jurisdictions, yes — necessary remote-work costs (a portion of internet, phone, and equipment) must be reimbursed. Elsewhere it's at the employer's discretion. Most companies offer a flat monthly stipend rather than itemized claims.
How long do we have to keep receipts?
Canadian tax law generally requires keeping records for 6 years from the end of the tax year they relate to. US IRS guidance is generally 3 years (longer if substantial under-reporting is alleged). Your accountant will set the firm-specific retention period.
Legal disclaimer. Some jurisdictions (notably California, Illinois, and parts of Canada) require employers to reimburse necessary work-related expenses including remote-work costs (internet, phone). Even where not required, a clear policy reduces disputes. Keep receipts for the period required by tax legislation (typically 6–7 years).
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