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Template

Reimbursement Claim Template

A simple expense reimbursement form for employees to claim business spends — itemised by date, head, bill and amount, with an approval section.

EXPENSE REIMBURSEMENT CLAIM

Employee: [Name / ID]  |  Department: [__]  |  Claim Period: [DD/MM – DD/MM/YYYY]

#DateExpense HeadDescriptionBill / Invoice No.Base (₹)GST (₹)Total (₹)
1[02/04/2025]Travel (Taxi)[Client visit – Airport to office][INV-8821][850][43][893]
2[03/04/2025]Meals[Team lunch with vendor][BILL-114][1,200][60][1,260]
3[05/04/2025]Stationery[Printer cartridge][GST-2290][1,800][324][2,124]
    Total Claimed[3,850][427][4,277]

How to use: Enter one line per bill with the correct expense head and attach the original GST invoice. Where the invoice carries the company GSTIN, the GST column may be eligible as input tax credit — keep those bills separate. Total the claim, sign the declaration, and route to the reporting manager for approval before Accounts processes payment.

Claimed By (Employee)Approved By (Manager)Verified By (Accounts)
[Signature / Date][Signature / Date][Signature / Date]

Before you use it — fill in / check

  • Employee name / ID
  • Claim period
  • Date of expense
  • Expense head
  • Bill / invoice number
  • Base amount
  • GST amount
  • Total claimed

How to use this template

  1. Read through and replace every [bracketed] or blank placeholder with your actual details.
  2. Delete any clause that doesn't apply and add anything specific to your situation.
  3. Click Print / Save as PDF to download, or Copy text to paste into your letterhead.
  4. Get it signed / stamped / notarised as required, and keep a copy for your records.

This is a general, editable template for convenience only — not legal advice. For anything material, have a professional review it. TaxClue isn't liable for how it's used.