Last revision: 08/03/2023
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The Employee Reimbursement Request Letter is a document by which an employee requests a refund for work-related expenses they have incurred. Employees are not required to use their money for business-related expenses, but when they do, they should be refunded. For example, an employee who spends their money to purchase an office printer for their employer's office should receive compensation for the printer.
However, note that there reimbursable and non-reimbursable expenses. Reimbursable expenses are costs incurred by the employee for which the employee will receive a refund. Therefore, this document should be used by employees to apply for reimbursement for work-related expenses they have incurred while fulfilling their work duties, but costs unrelated to work may not be reimbursable.
Usually, employers maintain the Reimbursement Policy, Employee Handbook, and other policy that outlines rules for receiving reimbursement. This policy describes reimbursable expenses and the conditions for obtaining reimbursement. It also explains how an employee can claim a refund. In this case, the employee is expected to comply with their employer's guidelines before receiving reimbursement.
How to use this document
This document should be used by an employee who has used their money to incur work-related expenses. In this document, the following information will be required: the full name and address of the employer and the employee, the amount the employee is claiming, and a detailed breakdown of the expenses incurred.
After completing this document, it should be printed, and the employee should sign it before sending it to the employer. This document may be sent as a letter or by email. Also, some employers have a prescribed form for making reimbursement requests, and in this case, this document may be adapted to the form.
The employee may keep a copy of this document for record purposes.
There are no specific laws governing this document. However, employers are allowed to formulate certain policies and procedures that outline their expectations for their employees.
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Other names for the document: Request for Reimbursement, Employee Refund Request Letter, Letter to HR for Travel Reimbursement, Employee Air ticket Reimbursemnet Request Letter to Employer, Request for Reimbursement For Office Expenses Email