FREE 10+ Expense Request Forms in PDF | MS Word | Excel

Expense request forms are used by companies to gather the details and the justification of an individual or an employee regarding the expenses spent during an activity held for or in the company. The form allows the financial department of the company to verify and validate the employee’s claims, specifically for the purpose of reimbursing and recording the expenses.

Types of Expense Request Forms

Actual Expense Transfer Request Form – Expense claim corrections, allocations, and transfers can be done with the use of this type of form. In the form, the claimant must indicate his explanation or the reason for filing the request along with the actual expense increased or decreased amounts. Then, the claimant must state his name and the date when he signed the form, affix his signature, and submit the form to the approval committee who will decide on whether or not his claims will be considered.

Actual Expense Transfer Request Form

Computer Cost Expense Request Form – Computers and other technological devices or supplies are expensive however they are useful and beneficial especially for students. This is why there are educational institutions who offer scholarship grants and programs to their students who are in need, and one of which is aimed to financially aid students who will have to purchase computers to use throughout their course or study in the institution. For this, a computer cost expense request form will have to be used. The student will only need to state his full name along with his email address, identification number, telephone number, the type of request that he wants to process, and his signature. The authorized party of the institution will then be the one who will fill out the rest of the form to indicate the actual cost of attendance, the documented computer expenses, and the final adjusted cost of the attendance for the student.

Computer Cost Expense Request Form

Critical Expense Request Form – Critical requests are those which require immediate and urgent response from the approval committee. The type of form to use for informing and sending a critical request is known as a critical expense request form wherein the requestor will be able to state the requisition number, the document to be requested, the type of requisition, the description of the request, and the contact details of the requestor or the preferred contact person. The agency director will then have to state his name and signature in the form to indicate his validation and affirmation to an immediate need or the level of priority of the request.

Critical Expense Request Form

Expense Approval Request Form – This is the most common type of expense request form that organizations and companies often use. The form has two separate sections to be filled out. The first section which is allotted for the contact details of the requestor along with the details and justification for the expense request will be filled out by the requestor while the second section is for the office or administrator’s decision.

Expense Approval Request Form

Expense Policy Exception Request Form – The purpose of using this form is to request an exception to the institution or the company’s expense policies. It is essential that the requestor will be able to provide a reasonable justification to his request in order to obtain the approval of the institution. In addition, the expense report or payment request number and the policy for which the exception will be requested will have to be stated in the form as well.

Expense Policy Exception Request Form

How to Create an Expense Request Form in XLS

When it comes to making forms wherein numbers and calculations are to be inputted, the best type of format to consider is the “.XLS” or the spreadsheet format. Follow the steps below to easily create an expense request form in “.XLS” format:

Step 1: Open a new spreadsheet document.

A spreadsheet document can only be opened from a spreadsheet software program such as Microsoft Excel and LibreOffice Calc. Once opened, a margin should be placed as an indication of the edges of the form.

Step 2: Merge cells to create labels, entry fields, and text boxes.

The entire topmost part within the margins of the sheet should be merged in order to place the title of the form and the address of details of the company. Then, the labels for the information to be disclosed in the form should be accompanied by placeholders beside each label to allow the user in inputting his data.

Step 3: Incorporate mathematical formulas.

The mathematical formulas should only be placed in cells which are intended for calculating the amounts to be reimbursed, be paid, or be adjusted based on the expense request.

Step 4: Review the contents of the form.

It is essential to review and test out the form especially if there are formulas involved to ensure that the formulas will present the right computation.

Step 5: Save the form.

The form should be saved in its default format which is in “.XLS” format.

Furthermore, if the organization or the company wants to have other formats but with the same form, then a conversion must be done. The conversion can be conducted with the aid of conversion software applications and programs or by simply clicking on a convert feature of the spreadsheet software which is often found in the status bar or navigation panel.

Expense Request Form Sample

Advance Expense Request Form

Expense Reimbursement Check Request Form

Expense Request Form Tips

Filling out an expense request form can be daunting to some people especially if there are calculations to be conducted to prove the necessity of a request. This is the reason why a requestor should first be aware of the expenses that he will be requesting, and he should be prepared with ample documentation to support his claims. Also, an expense request form must be submitted immediately when the need for requesting arises to avoid causing any delay, specifically when there are expense reimbursements and repayments to be finalized.

Reduction to Expense Request Form

Special Expense Request Form

Travel Expense Request Form

Most importantly, a completed expense request form should be retained by the organization even after the request is either catered or denied. This is for the sole purpose of documenting the financial transactions and the processes that the organization had conducted.