Expense Request Form Template

Date, amount, vendor name, expense category, business purpose, and a receipt. The business purpose is the field most people leave vague — 'client lunch' is less useful than 'lunch with [client name] re: Q3 renewal.' Specific descriptions make it easier to approve quickly and code correctly.

The form itself doesn't enforce limits, but you can add an acknowledgement field where submitters confirm the expense is within policy. For automated enforcement, connect the form to an approval workflow where a manager reviews submissions above a set threshold before reimbursement is processed.

Add a currency field and an exchange rate field so submitters can document the original amount and the equivalent in your base currency. Some teams also require a screenshot of the exchange rate used on the date of the transaction — worth specifying in your expense policy and including as a note on the form.

The standard template covers one expense per submission, which keeps records clean and easy to trace. For employees submitting multiple expenses from a single trip or project, consider a matrix question or a repeating section that captures multiple line items in one submission.

Most tax authorities require business expense records to be kept for at least 3–7 years depending on jurisdiction. Store all submissions and attachments in a system that can be searched and exported, and don't delete historical records without confirming you're past the required retention period.