Expense Reimbursement Form
An expense is easier to review when the amount, the reason, and the receipt arrive together. This expense reimbursement form collects those details and a signature. It does not ask where to send the money. Pay people through your usual process, not through this form.
Last reviewed October 26, 2026 by FormSign team.
Edit it, try it, then create an account to save and share.
Build for free. Pay once a workflow goes live at 10 submissions or 2 documents sent for signature.
Questions in this template
You
- Your name (required)
- Department (required)
The expense
- Expense date (required)
- Category (required)Travel · Meals · Supplies · Software · Mileage · Other
- Amount (required)
- Receipt (required)A photo or PDF of the receipt.
- Business purpose (required)
Signature
- Signature (required)
- Date (required)
What is an expense reimbursement form?
An expense reimbursement form is the record of a business expense: who spent the money, when, what it was for, and the receipt. Paying the employee happens somewhere else.
When to use it
- When an employee pays for a work expense and needs it reviewed.
- When you want one receipt attached to the request, not buried in email.
- When several people submit expenses in the same week.
- When you want a signature on the request itself.
What to include
Who spent it
Name and department.
The expense
Date, category, amount, and what it was for.
The receipt
One file upload, such as a photo or PDF.
A signature and date
So the request is a record.
What to leave out
Do not ask for a bank account, a routing number, or any other way to pay them. This form has no payment section.
Why FormSign
Each request becomes a row on your FormSign board, with the receipt on that row. The starter letter uses each question's label as a placeholder, so a copy of the request matches the form.
This template is a starting point, not legal advice. It records an expense and a receipt. Pay the employee through your usual process.
Questions
Where should the employee put bank details?
Nowhere on this form. There is no payment section. Pay them through payroll or your usual accounts process.
Can they attach more than one receipt?
The template has one receipt upload. Duplicate that question in the builder if a request needs several files.
What belongs in the business purpose?
A plain sentence about why the expense was for work, such as a client visit or office supplies.
Can I change the categories?
Yes. Edit the dropdown so it matches the categories you already use.
Do I need an account to try it?
No. Open the template, edit the categories and test it. You'll create an account when you want to save it and send it.
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