Expense Claim Form (Excel)
Claim back what you spent for work in a format your accounts team will accept. List each bill with its date, category and amount; the form totals by category, subtracts any advance you were given and shows the net amount to be paid to you (or returned).
Free · no sign-up · opens in Microsoft Excel, Google Sheets, LibreOffice and WPS Office. Files contain no macros.
Preview
Real view of the file with its sample data (yellow cells are where you type).
Claim
| EXPENSE REIMBURSEMENT CLAIM | |||||
| Employee name | Rahul Mehra | ||||
| Employee code | E001 | ||||
| Department | Accounts | ||||
| Purpose | Client visit to Delhi for GST audit | ||||
| Period | From 01-11-2026 to 02-11-2026 | ||||
| # | Date | Category | Description | Bill no. | Amount |
| 1 | 01-11-2026 | Travel | Train Ludhiana → New Delhi (Shatabdi) | PNR 2451 | ₹ 1,265.00 |
| 2 | 01-11-2026 | Local conveyance | Cab station → client office | OLA-881 | ₹ 420.00 |
| 3 | 01-11-2026 | Lodging | Hotel, one night | H-1093 | ₹ 3,200.00 |
| 4 | 02-11-2026 | Food | Meals (2 days) | — | ₹ 860.00 |
| 5 | 02-11-2026 | Travel | Train New Delhi → Ludhiana | PNR 2477 | ₹ 1,265.00 |
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| Total | ₹ 7,010.00 | ||||
| Less advance | ₹ 5,000.00 | ||||
| Payable to employee | ₹ 2,010.00 | ||||
What's inside
- Employee, department, purpose and period
- 25 bill lines with date, category (travel, food, lodging, local conveyance, phone, office supplies, other), description, bill number and amount
- Totals by category, advance taken and net payable
- Signature lines for employee, manager and accounts, A4 print
How to use it
- Type your name, department, the purpose and the period of the claim.
- Add each bill in date order with its category and amount.
- Type any advance you took.
- Check the net payable, print, sign and attach the bills.
Tips
- Number your bills in the same order as the lines and staple them behind the form.
- Ask your accounts team which categories need a bill and which can be self-declared.
Questions and answers
What if the advance was more than I spent?
The net shows as "Refund to company" with the amount to return.
Can I add more than 25 bills?
Use a second form for the rest, or insert rows above the Total row; the totals include inserted rows.
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