Excel template expense reimbursement form
Excel template expense reimbursement form
This article provides details of Excel template expense reimbursement form that you can download now.
A reimbursement form is used by most businesses and non-profit organizations. A new employer will soon realize they need a way to reimburse employees for general business expenses like office supplies, mileage, software, training fees, etc.
Microsoft Excel software under a Windows environment is required to use this template
These Excel templates expense reimbursement form, work on all versions of Excel since 2007.
Examples of a ready-to-use spreadsheet: Download this table in Excel (.xls) format, and complete it with your specific information.
To be able to use these models correctly, you must first activate the macros at startup.
We have here a list of templates for you to download and use.
The file to download presents three Excel template expense reimbursement form
Theses templates are patterned to suit various aspects that a reimbursement form may be of used. They are high quality and can help you streamline your reimbursement processes.
Frost generally will reimburse employees for business expenses paid or incurred in connection with the employees’ service to Frost. To comply with IRS regulations and to provide documentation required by other regulators and examiners, all reimbursement requests must provide all of the following elements
- Original itemized receipts showing sales tax.
- Assignment of appropriate cost centers and general ledger accounts to charge
- One total amount for each cost center and general ledger number.
- Bank Officer approval.
- Demand Deposit account if applicable.
- Payee information.
A manager may give written notice to the Accounts Payable Supervisor for certain individuals to approve invoices. Requests submitted by bank officers may not require a second signature, check your departmental guidelines. Properly completed reimbursement requests will generally be processed within two to three business days. Any expenses charged to stationery-printing and supplies, office supplies, cafeteria coffee, or equipment rental will be sent to Purchasing for approval prior to reimbursement. If a reimbursement form is not signed by a bank officer, does not contain a general ledger account number and cost center, or does not contain the payee information, the form will be returned to the requestor for correction. Where an employee is requesting reimbursement for an expense over $25.00 which is not accompanied by a receipt, the reimbursement form must be signed by the employee and their respective manager. This should be an EXCEPTION, rather than the rule as every attempt should be made to obtain proper receipt documentation.
Travel, Meals and Entertainment
Reimbursement for travel and entertainment should include the following: explanations of expenses including place, business purpose, and names of individuals involved. Receipts, including but not limited to the following, must be submitted with the reimbursement request:
Airfare or other transportation costs
Auto rental/Gas for rental
Airport parking, tolls, etc.
Itemized invoices for lodging are required, regardless of amount, and must be attached to the reimbursement request. Non-business related items will be identified and deemed nonrefundable (i.e. movies, spa treatment, gift shops)
The Internal Revenue Service requires that any tax-deductible travel/entertainment cost be supported by records indicating the amount, date, place, type of entertainment, the business reason, and the persons entertained. This information MUST be included on the reimbursement request forms.
Corporate Credit Cards
Corporate credit cards are reconciled by accounts payable on a daily basis. Statements are due to accounts payable no later than 10 days after the statement cycles. Each statement should be submitted along with the following:
General ledger number
Lost receipts should be submitted when found and should not delay submitting the credit card statement. Any expenses charged to stationery-printing and supplies, office supplies, cafeteria coffee, or equipment rental will be sent to Purchasing for approval.
As a reminder, Corporate credit cards should not be used for personal expenses.
Mileage will be reimbursed at the current IRS established rate and will be communicated at the beginning of each new calendar year. Proper documentation for mileage reimbursement includes the following:
Date of travel
To minimize calculating multiple IRS rates and help managers to accurately manage expense budgets, mileage reimbursement requests must be submitted monthly and at the most not later than 60 days.
When submitting cell phone bills for reimbursement a copy of your cell phone statement, in place of the original, is acceptable. This includes both the remittance page and the account summary detail If the bill includes multiple phone numbers, please clearly indicated the phone number and charges for which reimbursement is sought. Employees will be reimbursed for any air time charges, roaming fees, long distance charges, and for going over the minutes allowed in their plan for business-related calls.