FREE 37+ Expense Request Form Samples in PDF | MS Word

An expense request form is considered one of the most vital tools for organizations to effectively and efficiently manage and track their expenses. The form also ensures that their financial resources are used wisely and in accordance with established company policies and budget plans. This practice will promote transparency and accountability in financial transactions, contributing to the business’s overall financial health and sustainability. Apart from expense request forms, organizations can also use expense management software, email requests, online forms, expense cards, expense reports, and vendor invoice templates.

FREE 37+ Expense Request Form Samples

1. Sample Expense Request Form Template

2. Sample Expense Approval Request Form Template

3. Sample Student Organization Expense Request Form Template

4. Sample Reduction to Expense Request Form Template

5. Sample Travel Expense Request Form Template

6. Sample Expense Reimbursement Request Form Template

7. Sample Hospitality Expense Request Form Template

8. Sample Request for Payment of Administrative Expense Form Template

9. Sample Expense Authorization Single Request Form Template

10. Sample Expense Sharing Request Form Template

11. Sample Expense Request Form Basic Template

12. Sample Out of Pocket Expense Request Form Template

13. Sample Conference Request & Expense Form Template

14. Sample Request & Expense Claim Form Template

15. Sample Expense Check Request Form Template

16. Sample Covid-19 Expense Request Form Template

17. Sample Expense Request Form Blank Template

18. Sample Grant Expense Request Form Template

19. Sample Expense Transfer Request Form Template

20. Sample Income & Expense Change Request Form Template

21. Sample Expense Module Non-Employee Request Form Template

22. Sample Pre-Paid Expense Request Form Template

23. Sample Parking Expense Request Form Template

24. Sample Expense Report & Request Form Template

25. Sample Work Expense Request Form Template

26. Sample Business Expense Card Request Form Template

27. Sample Family Care Expense Request Form Template

28. Sample Expense and Request for Alcohol Use Form Template

29. Sample Pre-Approval Request for Expense Template

30. Sample Expense Request Form Formal Template

31. Sample Moving Expense Allowance Request Form Template

32. Sample Event & Expense Request Form Template

33. Sample Special Expense Request Form Template

34. Sample Expense Request Form Standard Template

35. Sample Expense Policy Exception Request Form Template

36. Sample Expense Request for Access Form Template

37. Sample Activity Expense Payment Request Form Template

38. Sample Critical Expense Request Form Template

What is an Expense Request Form?

Expense request forms or expense forms are standardized documents that are used by various types of businesses to simplify and formalize the process of requesting reimbursement for expenses incurred by an individual or employee on behalf of the organization they are working for. Other templates that businesses can use are expense reimbursement forms, expense report forms, claim forms, mileage reimbursement forms, travel request forms, and approval forms.

How to Create an Expense Request Form

Businesses or organizations utilize expense request forms to maintain financial transparency, and effective budget management as well as ensure that expenses are legitimate and within the approved guidelines. After completing an expense request form, it will be submitted to the finance department for processing. They will review the request, verify the attached documentation, and disburse the reimbursement accordingly.

Step 1: Describe the Form’s Structure and Content

Create the outline for the expense request form’s structure. Consider determining the key sections like personal information, expense details, approval sections, and accounting information. Identify the specific categories of expenses your organization deals with and include corresponding fields.

Step 2: Perform Collection of Required Information

Collect the information you need from the requester which includes their name, department, employee ID, contact information, and other relevant identifiers. You can also specify whether the expense is related to travel, supplies, entertainment, or more.

Step 3: Create an Approval Workflow

Develop an approval process for the request form by defining who needs to review and approve the expenses. Determine whether multiple levels of approval will be required based on the expense amounts or categories.

Step 4: Incorporate Relevant Compliance and Policies

Include relevant company policies and procedures as well as compliance guidelines. Provide specific expense limits, allowable categories, and other restrictions on certain types of expenses. You can also incorporate a section where the requester acknowledges their compliance with these policies and guidelines.

FAQs

An expense request form is a tool used to streamline and standardize the expense reimbursement process for spending incurred by an employee for business-related tasks or activities. The primary purpose of this form is to record various types of expenses like travel costs, transportation, meals, and more. With an expense request form, businesses can effectively control and track their spending which is an essential part of maintaining their fiscal responsibility.