What receipts are acceptable?

Acceptable receipts show vendor, date, amount, and business purpose. Digitally captured PDFs or photos are fine if legible; missing key details may require a secondary affidavit or manager confirmation.

How long until I get reimbursed?

Timing depends on approval and payroll cycles; many organizations process reimbursements on the next payable AP run or within one payroll cycle after approval.

Can I sign the form electronically?

Yes. Electronic signatures that meet ESIGN and UETA criteria are valid. Ensure the platform captures intent, attribution, and preserves a reproducible record.

What if I submit late?

Late submissions may be denied or treated as taxable income under employer policy and IRS rules; follow your employer’s late-submission guidance and provide additional substantiation if requested.

Who approves unusual expenses?

Expenses outside policy thresholds typically require higher-level approval; the approver should document business purpose and rationale for auditability.

How do I correct a submitted form?

Contact your approver or AP team to void and resubmit or to request an edit. Some systems allow submitter-initiated corrections before final approval.

Electronic Signature
Templates
Finance
Expense Reimbursement Request Form

Expense Reimbursement Request Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Expense Reimbursement Request Form

Company / Employee Information

Company Name Company Address

Employee Name

Employee ID

Department

Job Title

Email

Phone

Submission Date:

Expense Itemization

Enter each expense on a separate line. Attach original receipts for amounts of $25.00 or greater unless policy permits otherwise. Amounts must be in the company base currency.

Date	Description	Category	Purpose / Client	Qty	Unit Rate	Amount	Receipt

Subtotal Tax / VAT Other (explain) Total Reimbursement Requested

Receipts and Supporting Documentation

I have attached original receipts, invoices, or other supporting documentation for the expenses listed above.

All receipts attached?

Yes No — explain below

If receipts missing, explain

Payment Instructions

Select preferred reimbursement method. Payment will be made in accordance with company payroll and accounts payable cycles. Late submissions may be delayed until the next payment cycle.

Direct Deposit

Bank Name Account Number Routing Number

Check (mailed to address on file)

Accounting / Coding

To be completed by the requestor or accounting as required for chargeback and ledger posting.

Cost Center / Department Code Project / Job Code General Ledger Account

Certification and Authorization

By signing below, I certify that: (1) the expenses claimed were incurred by me on behalf of the company; (2) expenses are true, accurate and comply with applicable company expense policies and any governing law; (3) I have not previously been reimbursed for these items; and (4) I will repay any amounts found to be ineligible. I understand that submission of false or fraudulent claims may result in disciplinary action, civil recovery, and criminal prosecution where applicable.

Employee Printed Name:

Approver Printed Name:

By:

Date:

What the Expense Reimbursement Request Form Is

An Expense Reimbursement Request Form is a standardized document employees use to request repayment for business-related costs such as travel, meals, supplies, or mileage. The form captures who incurred the cost, the date, itemized amounts, receipts or attachments, and an approver chain. When executed electronically it must meet ESIGN and UETA principles for intent, consent, attribution, and retention to be treated as a valid record.

Why a Clear Reimbursement Form Matters

A well-designed form reduces processing time, improves auditability, and ensures consistent tax handling. Using a compliant e-signature and clear fields helps demonstrate employer due diligence under IRS accountable plan guidance and preserves electronic records under ESIGN and UETA.

Who Completes and Reviews This Form

Different roles interact with the form at distinct stages depending on company size and workflow.

Employees submitting expenses while traveling, working remotely, or buying supplies for business use.
Managers and department approvers who verify policy compliance, receipts, and budget codes before sign-off.
Accounts payable or payroll teams that validate entries, process payments, and retain records for reporting.

Clear role separation speeds approvals and protects payroll and tax reporting accuracy.

Step-by-Step: Submitting a Reimbursement Request

Follow these sequential steps to complete and route an Expense Reimbursement Request Form for timely payment.

01

Prepare Documentation: Collect receipts and note business purpose.
02

Complete Form: Enter fields, attach receipts, and sign.
03

Send for Approval: Form routes to manager or cost center owner.
04

Payment Processing: Accounts payable reviews and schedules reimbursement.

Core Elements of a Professional Reimbursement Form

Design the form to capture essential transaction details, support approvals, and create an auditable record for payroll and tax purposes.

Header Information

Employee name, ID, department, and contact details so the payment posts to the correct payroll or accounts payable record.

Itemized Expenses

Line-by-line entries for date, vendor, description, category, and amount to support accounting and expense policy review.

Totals and Currency

Clear subtotal, tax, and total fields with currency specified to avoid ambiguity during reconciliation.

Receipt Uploads

Designated attachment fields with file-format guidance and required supporting documents for high-dollar items.

Approval Routing

Fields for manager approval, cost center code, and optional secondary approvals for multi-level spend.

Audit Trail

Timestamps, signer attribution, and change history to support internal audit and external review.

Required Information at a Glance

Employee Name: Full legal name

Employee ID: Payroll or personnel ID

Expense Date: MM/DD/YYYY

Expense Category: E.g., Travel, Meals

Amount: USD with cents

Receipt(s): Attached PDF/JPEG

How Submission and Approval Typically Flow

Most organizations use a simple publish-and-route flow: employee submits, managers approve, finance processes the payment.

Submit: Employee fills form and uploads receipts.
Review: Manager checks policy compliance.
Approve: Approver signs electronically.
Pay: Accounts payable issues reimbursement.

Digital Submission and Integration Considerations

Ensure the chosen platform supports required authentication, attachments, and your organization’s integrations before enabling e-submission.

Authentication: Email link, SMS code
Integrations: NetSuite, Salesforce, Google Workspace
File Support: PDF, DOCX, JPEG

Typical Timelines and Processing Expectations

Timelines vary by employer; defining clear windows reduces taxable reporting risk and speeds reimbursements.

Company Submission Window:

Commonly 30–60 days after expense date

Approval Turnaround:

1–5 business days for manager review

Payment Cycle:

Processed on next AP run or payroll cycle

Receipt Retention:

Retain for at least 3 years for tax audits

Tax Reporting Impact:

Late or undocumented claims may be taxable under IRS rules

Common Mistakes to Avoid

Submitting incomplete receipts or illegible images that prevent verification and cause delays in payment.
Entering incorrect dates or amounts, which causes reconciliation errors and requires manual correction.
Using personal card charges without a business purpose description, triggering denial or taxable treatment.
Failing to route to the correct approver or cost center, delaying approval and payment cycles.

Consequences of Incorrect or Missing Information

Tax Treatment: Possible taxable wages

Payment Delay: Processing postponed

Recordkeeping Risk: Failed audit support

Policy Violation: Disallowed expenses

Fraud Exposure: Investigation required

Denial: Reimbursement rejected

Configuring an Online Reimbursement Workflow

When building an electronic workflow, define routing, authentication, attachment rules, and archive destinations to match finance and HR systems.

Field	Configuration
Routing	Sequential manager approvals by cost center
Authentication	Email link with optional SMS code
Attachments Required	Receipt upload mandatory for amounts over threshold
Archive	Auto-save to cloud storage or ERP

eSignature Vendor Comparison for Expense Reimbursement Forms

A neutral comparison of common eSignature vendors and core capabilities relevant to expense reimbursement workflows; signNow is listed first per page guidelines.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial, no credit card	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Reimbursement Forms

Answers to common questions about acceptable documentation, e-signing, approvals, late submissions, and corrections to submitted forms.

Need help? Contact support

What receipts are acceptable?
Acceptable receipts show vendor, date, amount, and business purpose. Digitally captured PDFs or photos are fine if legible; missing key details may require a secondary affidavit or manager confirmation.
How long until I get reimbursed?
Timing depends on approval and payroll cycles; many organizations process reimbursements on the next payable AP run or within one payroll cycle after approval.
Can I sign the form electronically?
Yes. Electronic signatures that meet ESIGN and UETA criteria are valid. Ensure the platform captures intent, attribution, and preserves a reproducible record.
What if I submit late?
Late submissions may be denied or treated as taxable income under employer policy and IRS rules; follow your employer’s late-submission guidance and provide additional substantiation if requested.
Who approves unusual expenses?
Expenses outside policy thresholds typically require higher-level approval; the approver should document business purpose and rationale for auditability.
How do I correct a submitted form?
Contact your approver or AP team to void and resubmit or to request an edit. Some systems allow submitter-initiated corrections before final approval.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now