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How to Fill Out an Expense Reimbursement Request

How fast you get reimbursed usually comes down to your receipts and your expense categories -- here is how to get it right the first time.

  1. Describe the purpose and details of the expense

    Spell out specifically what the expense was for and what was purchased, rather than leaving it vague.

  2. Enter the date and amount accurately

    Record the actual date and amount of the expense so it matches your supporting documentation exactly.

  3. Attach supporting receipts

    Include receipts, invoices, or card statements that prove the expense actually occurred.

  4. Confirm the correct expense category

    Select the expense category that matches your organization's accounting standards, such as travel, client entertainment, or supplies.

  5. Get sign-off from the approver

    Route the request through your organization's approval chain, such as your team lead or department head.

  6. Submit before the reimbursement deadline

    Meeting your organization's cutoff date matters -- missing it can push reimbursement to the following pay cycle.

Receipts and categories determine how fast you get paid back

An expense reimbursement request is how you get money you already spent paid back by your organization. Keeping receipts and invoices organized, and choosing the accounting category that matches your organization's standards, is what keeps the request from getting bounced back and speeds up reimbursement.

Keep a digital copy of every receipt

Paper receipts fade and get lost easily, so it is worth photographing or scanning each one right away and keeping a digital backup alongside the physical copy. This makes it far easier to resubmit quickly if a request gets sent back for missing documentation.

Frequently Asked Questions

What if I lost my receipt?

If you paid by card, you can usually request a reissued receipt or transaction record from the card provider or the merchant, and some organizations also allow a written statement of expense as a substitute under their own policy.

What is the difference between an approval request and an expense reimbursement request?

An approval request is submitted to get sign-off before spending money, while an expense reimbursement request is submitted afterward, to get money that has already been spent paid back -- that timing is the key difference.