8 Simple Reimbursement Form Template

A simple reimbursement form template is like a form that helps in writing down the money details. It’s easy to use and helps both the company and the employees know about the money that needs to be paid back.

Reimbursement is a term we often hear in the business world, but what does it really mean? Let’s understand simple reimbursement form templates and their importance in a business setting.

Definition of Reimbursement

Reimbursement is when a company pays back money to employees for expenses they had because of their job. For example, if you buy a computer for work, your company might pay you back for it.

Importance of Reimbursement in a Business Setting

Here is the importance of reimbursement in a business setting:

Why is it Important?


It’s fair to pay back money for things employees buy for their jobs. It shows the company is fair and cares about its employees.

Supports Job Duties:

Sometimes, employees need special tools or have to travel for work. Reimbursement helps employees do their job well without worrying about the cost.

Attracts and Keeps Good Employees:

When a company pays back for work expenses, good employees are more likely to join and stay at the company. They see that the company is supportive.

Tax Benefits:

Companies can often get tax benefits from reimbursing employees.


Reimbursement forms help keep records of what money was spent on.

Types of reimbursement forms

Sometimes at work, you might need to spend your own money on some things. The good news is, your job can pay you back! This is called reimbursement. There are some types of reimbursement forms that a company usually has, like the following.

VSP Reimbursement Form

VSP Reimbursement Form


What’s VSP?

  • VSP stands for Vision Service Plan. Unlike dental care, which pays for small and big teeth problems, VSP helps pay for big eye problems that cost a lot.

Why is this form important?

  • Some jobs have rules on how they pay you back for eye care. They might only pay for big eye problems, not the small ones. This form helps you and your family save money on eye care.

Travel Reimbursement Form

Travel Reimbursement Form

Why travel reimbursements?

  • Sometimes, work might need you to travel for meetings or other stuff. Travel costs money, but don’t worry, your job can pay you back for it!

How does this form work?

  • After your work trips, fill out this form to tell your job about your travel costs. This way, your job knows how much money to pay you back. Plus, it helps your job save some money on taxes, too!

Medication Reimbursement Form

Reimbursement Form

What’s this for?

  • Nowadays, many jobs help pay for medicine if you get sick. This form helps you get money back for your medicine costs.

Why is it helpful?

  • Medicine can be expensive. With this form, your job helps pay for your medicine, so you don’t have to worry about the cost. It’s a way your job shows they care about keeping you healthy!

Creating a Simple Reimbursement Form Template

Reimbursement Form PDF

Sometimes, when you work, you might need to spend your own money on things like travel or buying supplies. Your company will pay you back, and this payback is called reimbursement.

A reimbursement form is like a list where you write down what you spent. Now, let’s learn how to make a simple reimbursement form template to help you get your money back easily.

Steps to create a reimbursement form template:

Choose a Tool:

You can use computer programs like Microsoft Word or Excel to make your form. They have easy tools to help you make a good form.


At the top of the page, write a title like “Reimbursement Form” so everyone knows what the form is for.

Personal Information:

Have a space for your name, job title, and date. This way, the company knows who is asking for the money back.

Expense Details:

Make a table to write down what you bought, how much it cost, and why you bought it. You can have columns like “Description,” “Amount,” and “Reason.”

Total Amount:

At the bottom of the table, have a space to add up all the money that you spent.


Leave some space for your boss to say yes and sign the form. It is how you know they agree to pay you back.


Have a little space for any extra notes or things you want to say.

What Information to Include?

Essential information to include in the template:

Name and Date: Your name and the date help the company know who needs to be paid back and when.

What You Bought: Write down each thing you bought so the company knows what they are paying for.

How Much You Spent: Write down the cost of each thing you bought so the company knows how much money to give you.

Why You Bought It: Explain why you bought each thing. It helps the company understand why it is important.

Total Amount: When you add up all the money you spent, write the total amount at the bottom of the form.

Boss Approval: A place for your boss to sign and say it’s okay to pay you back.

Creating a simple reimbursement form template is easy. Once you make a good template, you can use it every time you need to be reimbursed.

Advantages of Using a Reimbursement Form Template

When you work, you may need to spend your own money on stuff for your job. But don’t worry, your company will pay you back. This payback process is called reimbursement. Here are some cool advantages of using this template:

Easy to Use:

Reimbursement form templates are very easy to use. They have spaces for you to fill in your name, what you bought, and how much it cost. It’s like filling out a simple worksheet.

Keeps Things Organized:

With a template, all the information is in one place. It’s tidy, which helps everyone stay organized.

Saves Time:

Once you have a template, you don’t have to make a new form every time. Just fill in the new information each time you need to get paid back. It’s a big time-saver!

Helps You Get Paid Back Correctly:

When you fill out the form, you list what you bought and how much it cost. It helps make sure you get back the right amount of money.

Makes Record-Keeping Easy:

The company keeps these filled-out forms as records. It helps them remember who got paid back and for what.

Professional Look:

The template looks professional. It shows that you and your company are serious and organized.

Helps with Approvals:

There’s a spot for your boss to sign the form. This signature shows that your boss agrees to pay you back.


Templates can be changed to fit different needs. So, if something changes, the template can change, too.

Easy to Share and Print:

You can easily share the template with others through email or print copies for everyone to use.

Helpful for Budgeting:

By looking at all the filled-out forms, the company can see how much money is being spent and plan better for the future.

Reimbursement Form Template

Let’s dive into different templates and see how they help.

Reimbursement Form Excel

Reimbursement Form Excel

  • Excel is a computer program that is like a super calculator. It’s great for making reimbursement forms.

How Excel Templates Ease the Reimbursement Process:

  • Excel can add up all the money you spend, so you don’t have to. It makes math easy!

Features of Excel Templates:

  • Excel templates have tables to list what you bought, spots for totals, and even a place for your boss to sign.

Mileage Reimbursement Form

Mileage Reimbursement Form

  • Sometimes you drive your car to work. Mileage reimbursement is when your company pays you back for the miles you drove.

Importance of Mileage Reimbursement:

  • It’s fair for your company to pay you back when you use your car for work. It helps cover the cost of gas and wear on your car.

Information to Include in Mileage Reimbursement Forms:

  • Write down the date, where you went, why you went, and how many miles you drove.

Expense Reimbursement Form

Expense Reimbursement Form

  • When you buy things for work, you list them on an Expense Reimbursement Form.

Categories of Expenses Covered:

  • Things like supplies, travel costs, or meals can be listed on this form.

How to Fill Out an Expense Reimbursement Form:

  • Write down what you bought, how much it cost, and why you bought it. Don’t forget to add up the total!

Reimbursement Form Word

Reimbursement Form Word

  • Word is another computer program that is good for making forms. It’s great for typing out information.
  • Word templates are easy to read and fill out. You can type in your information and print it out.
  • You can change Word templates to fit what your company needs. You can add or take away spots for different information.

Common Mistakes and How to Avoid

Filling out reimbursement forms is a way to get paid back when you spend your own money on work stuff. Here are some common mistakes and how to avoid them.

Not Filling Out the Form Completely:

  • Mistake: Sometimes, people need to remember to fill out all the parts of the form.
  • How to Avoid: Always double-check your form to make sure you filled out every section.

Not Providing Receipts:

  • Mistake: Remember to attach receipts of what you bought.
  • How to Avoid: Keep all your receipts in one place and attach them to the form before handing it in.

Mistakes in Math:

  • Mistake: Sometimes, the total amount of money might need to be added up correctly.
  • How to Avoid: Use a calculator or a computer program like Excel to help add up the amounts correctly.

Not Explaining Expenses Clearly:

  • Mistake: Not writing why you spent the money.
  • How to Avoid: Write a clear and simple explanation of why you bought each item.

Waiting Too Long to Submit:

  • Mistake: Waiting many days or weeks to hand in your form.
  • How to Avoid: Try to fill out and hand in your form as soon as possible after you spend the money.

Not Following Company Rules:

  • Mistake: Every company has its own rules for how to fill out reimbursement forms, and not following them can be a problem.
  • How to Avoid: Learn your company’s rules and follow them every time you fill out a form.

Using the Wrong Form:

  • Mistake: Sometimes, there are different forms for different types of expenses, and using the wrong one can make it clear.
  • How to Avoid: Make sure you are using the right form for the right kind of expense.

Not Getting Approval:

  • Mistake: Remember to get your boss to sign the form.
  • How to Avoid: Before handing in the form, make sure your boss signs it to show they agree with the expenses.

How to Calculate the Total Amount for Reimbursement

Request for Mileage Reimbursement Form

Here is a simple step-by-step guide on how to do it:

Collect All Receipts:

Gather all the receipts for the expenses you want to be reimbursed for. Make sure the receipts are clear and show the amount spent.

List Each Expense:

Write down each expense on a piece of paper or your computer. Include the date, a description of what the expense was for, and the amount.

Categorize if Necessary:

If your company requires you to categorize expenses, sort them into categories such as travel, meals, supplies, etc.

Add Up The Amounts:

Use a calculator, a computer, or a mobile device to add up the total amount of all the expenses. Be sure to double-check your math to avoid any errors.

Include Any Taxes or Fees:

If there are any taxes or fees related to the expenses, make sure to include them in the total amount.

Subtract any Advances or Allowances:

If you received an advance or allowance from your company, subtract this amount from the total.

Check Your Company’s Policy:

Review your company’s reimbursement policy to ensure you have included all necessary information and followed the guidelines.

Enter the Total on Your Reimbursement Form:

Write or type the total amount on your reimbursement form in the space provided.

Attach All Receipts:

Attach all your receipts to the reimbursement form, or if submitting electronically, scan and upload your receipts.

Review Everything One More Time:

Before submitting your reimbursement form, review all the information and the total amount to ensure accuracy.


Where can I find a reimbursement form template?

You can ask your company for their template or find templates online. Some are in Word or Excel format, which makes them easy to fill out.

How do I calculate the total amount for reimbursement?

Add up the cost of each item you bought.

Do I need to provide receipts?

Yes, most companies ask for receipts to show proof of what you bought and how much you spent.

What if I lost a receipt?

If you lose a receipt, tell your boss or the person in charge of reimbursements as soon as possible.

How long does it take to get reimbursed?

The time it takes to get reimbursed can vary. Ask your company what their usual time frame is for reimbursements.

What should I do if there’s a mistake on my reimbursement form?

If there’s a mistake, fix it as soon as you can. If the form was already submitted, tell your boss or the reimbursement person about the mistake.