Get the free EXPENSE CLAIM FORM - Royal Society of Biology

EXPENSE CLAIM FORM (Please note that claims older than two months will not be eligible for reimbursement) Meeting/Event/Expense Detail (e.g. Council Meeting rail fare to London) TOTAL FOR EACH EXPENSE

How to fill out expense claim form

How to fill out an expense claim form:

1. Start by reading the instructions: Before filling out the form, carefully read any accompanying instructions or guidelines. This will help ensure that you provide all the necessary information and meet any specific requirements.
2. Gather your receipts and supporting documents: Make sure to collect all the receipts and supporting documents related to your expenses. This might include receipts for meals, transportation, accommodation, or any other eligible expenses.
3. Provide your personal details: Begin filling out the form by entering your personal information, such as your full name, employee ID number, department, and contact details. This will help identify you as the claimant.
4. Specify the purpose and date: Indicate the reason for your expense claim, whether it's for a business trip, client meeting, or any other purpose. Also, include the date or date range during which the expenses were incurred.
5. Breakdown of expenses: The form will typically have sections or categories to detail your expenses. Ensure you accurately record each expense, providing a description, date, and the amount spent. It's essential to be specific and provide clear information to avoid any confusion or delays in the reimbursement process.
6. Attach supporting documents: Depending on the form's requirements, you may need to attach copies of your receipts or other supporting documents. Ensure that these documents are legible and clearly related to the corresponding expenses listed on the form.
7. Calculate the total amount: Take the time to accurately calculate the total amount of your expenses. Double-check your calculations to avoid any errors that could impact the reimbursement process.
8. Sign and date the form: Once you have completed filling out the form and have reviewed all the information, sign and date it appropriately. This verifies that the information provided is true and accurate.
9. Submit the form: Follow the instructions for submitting the form. It might involve handing it in to your manager, supervisor, or department responsible for handling expense claims. Keep a copy of the form and any supporting documents for your records.

Who needs an expense claim form?

1. Employees: Any employee who has incurred authorized expenses while conducting business-related activities may need to fill out an expense claim form. This includes individuals who have traveled for work, attended conferences or meetings, or made purchases on behalf of the company.
2. Contractors or freelancers: Independent contractors or freelancers who have agreed with the company to reimburse certain expenses may also need to fill out an expense claim form. This allows them to request reimbursement for any eligible expenses incurred during their work.
3. Volunteers: In some cases, even volunteers who have been authorized to incur expenses by the organization they are assisting may need to fill out an expense claim form. This ensures the organization can reimburse them appropriately and manage their expenses effectively.

Remember, the specific requirements for who needs an expense claim form may vary depending on the company's policies and procedures. It's always best to consult with your employer or appropriate department to determine if you need to fill out an expense claim form and to understand any specific guidelines or submission processes.

For pdfFiller’s FAQs

What is expense claim form?

Expense claim form is a document used to request reimbursement for money spent on business-related expenses.

Who is required to file expense claim form?

Employees who have incurred business expenses that are eligible for reimbursement are required to file expense claim form.

How to fill out expense claim form?

To fill out an expense claim form, you need to provide details about the expenses incurred, including date, description, amount, and any supporting documentation such as receipts.

What is the purpose of expense claim form?

The purpose of expense claim form is to ensure that employees are properly reimbursed for business-related expenses they incur.

What information must be reported on expense claim form?

Information such as date of expense, description of expense, amount spent, and any supporting documentation like receipts must be reported on expense claim form.

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