Introduction
Use this form to request repayment for a business cost you paid yourself. Keep the original receipt until finance confirms what it needs. The approver named below decides under the expense policy.
Human Resources (HR)Forms
Expense reimbursement form: give finance what it needs to decide
An expense reimbursement form asks an employee to describe a business cost they paid themselves, with the date, amount, purpose, and receipt status that finance needs to decide. The policy sets what is allowed, the approver named on the form decides under that policy, and the repayment happens through your finance process. Keep the policy limits in the policy itself, and keep receipts where your finance team names.
What people search
Expense reimbursement form: 390 average monthly searches.Google Ads Keyword Planner · 2026-10-09 · United States
Expense reimbursement form template: 320 average monthly searches.Google Ads Keyword Planner · 2026-10-09 · United States
Words for the respondent
Wording that explains what the form does
Confirmation
Your request is recorded. Finance reviews it against the expense policy and contacts you about the next step.
Amount
Enter the total from the receipt, as your expense policy describes it.
Business purpose
Say who the cost was for, or what it was for, in one or two sentences.
Receipt status
Choose whether you have the original receipt. If you do not, explain the gap in the notes.
Approver
Name the person your expense policy says must approve this type of cost.
Field blueprint
Details finance needs to check the claim
| Field | Type | Required | Why you ask it |
|---|---|---|---|
Employee name | Short text | Required | Identifies who is owed the repayment. |
Work email | Required | Lets finance reply to the request. | |
Approver | Short text | Required | Records who must approve under the policy. The form does not send the request to that person. |
Date of purchase | Date | Required | Lets finance check the cost against the policy's deadline and the period it belongs to. |
Expense categoryTravel (fares and lodging)Meals with clientsMileageSuppliesSoftware or subscriptionsOther | Dropdown | Required | Applies the category's limits, which often differ by type of cost. |
AmountEnter the total from the receipt. | Number | Required | The total cost being claimed, in the currency your policy uses. |
How you paidPersonal cardCashOther personal funds | Single choice | Required | Shows whether the cost went on a personal card, in cash, or from other personal funds, since some policies treat these differently. |
Business purpose | Long text | Required | Explains the business reason. Without it, finance has to guess at the reason for the cost. |
Project or cost codeUse the code your finance team gives you. | Short text | Optional | Charges the cost to the right budget line. |
Receipt statusI have the original receiptI do not have the receipt (explain in notes)Not applicable to this cost | Single choice | Required | Shows whether the original receipt exists, which finance usually needs before it can approve. |
Vendor name as printed on the receipt | Short text | Optional | Lets finance match the request to the receipt quickly. |
Notes | Long text | Optional | Covers exceptions, such as a lost receipt or a cost split between business and personal use. |
I confirm this was a business cost under the policyYesNo | Single choice | Required | Records the employee's confirmation. It does not replace the approver's decision. |
Try it
Preview the claim before you publish
After a response arrives
What the form does and does not do
The form does not send money
Attain OS records the request. It does not send funds to the employee. Finance repays the cost through its normal process, after the approver has decided.
The form's creator is notified after a scheduled run
Each claim is stored, then picked up by a scheduled run that happens hourly in production. The creator is notified after the run, so tell employees that finance's review starts after that point.
Review in the grid, export for records
Finance can read each claim in the grid, then export CSV to match claims against the accounting ledger. Keep the receipts themselves where your finance team asks, because the form holds the details, not the paper.
Approval happens outside the form
The form captures the approver's name. Your expense policy decides who approves, and the approval happens where your team already works. Attain OS does not route requests to approvers.
Mistakes to avoid
Errors that slow down reimbursement
Expecting the form to hold receipts
The form records the date, vendor, and amount from a receipt. The receipt itself stays with finance under your process, and the notes field explains any gap.
Using the form in place of the policy
The form does not tell employees what is allowed. Publish the category limits and the deadline next to the categories, or people will guess.
Accepting requests long after the purchase
Put the policy's deadline in the introduction, and use the date-of-purchase field to check it.
Treating every cost the same
Meals, mileage, and software follow different rules, and some reimbursements carry tax consequences that depend on how the policy is written. Ask your accountant to confirm the rules before you publish the categories.
Mixing personal and business charges
A request that includes a personal item is harder to approve, even when the rest is valid. Ask employees to claim only the business part, and explain any split in the notes.
Frequently asked questions
Is there an expense reimbursement form template I can use?
The field list above can be copied into the template your finance team already uses. This page does not produce a file.
Do I need a receipt for every expense?
That depends on your policy. The receipt status field makes the request state whether the original is available. Store receipts where your finance team asks, and do not rely on this form to keep them.
Who approves an expense reimbursement?
The person your expense policy names for that category or amount. Put that name in the approver field, so finance knows who to ask.
Can this form send the money to me directly?
No. It records the request and the details finance needs. Finance then pays out through its normal process, so ask them for the timing.
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How to build it
Choose a category and a form type in the wizard. Answer three Atty Suggestions questions, then give the form a title. Atty builds the fields in the background. Edit the fields and ask Atty to refine them, then publish and share the /f/ link.
