Free form template · Word

Expense Approval Form

An expense approval form is a pre-approval request raised before money is spent, for items such as a team event, external training, client gifts or an equipment purchase. It checks the budget line, routes the request through an approval matrix by amount and is later attached to the reimbursement or invoice.

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[Company Logo][Company Name]

EXPENSE PRE-APPROVAL REQUEST

Company:: [Company Name]
Approval No.:: [Reference Number]
Date:: [Date]

Requested by

Employee Name
Employee ID
Department
Cost Centre

Expense Details

Expense Type: Team Event / Training / Client Gift / Purchase / Other
Description
Business Justification
Date Required By
Number of Beneficiaries / Attendees

Cost and Quotes

Vendor	Quote Ref.	Amount excl. GST (₹)	GST (₹)	Total (₹)	Preferred (Y/N)
[Vendor]	[Quote Ref.]	[Amount]	[Amount]	[Amount]	[Y/N]
[Vendor]	[Quote Ref.]	[Amount]	[Amount]	[Amount]	[Y/N]
[Vendor]	[Quote Ref.]	[Amount]	[Amount]	[Amount]	[Y/N]

Budget Check

Budget Line
Annual Budget (₹)
Spent to Date (₹)
Available Balance (₹)
Payment Route: Direct to Vendor / Employee Reimbursement

Approval Matrix

Amount Range	Approver	Date
Up to ₹[Amount]	[Reporting Manager]	[DD/MM/YYYY]
₹[Amount] to ₹[Amount]	Department Head	[DD/MM/YYYY]
Above ₹[Amount]	Finance Head / [Authorised Signatory]	[DD/MM/YYYY]

Approval valid until [DD/MM/YYYY]. The approved amount is the maximum payable; any increase needs fresh approval. Quote Approval No. [Reference Number] on the invoice or reimbursement claim.

Requested by
[Employee Name]
Date: [Date]

Final Approval
[Authorised Signatory]
Approved Amount: ₹[Amount]

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What this template includes

Description and business justification
Estimated cost with quotes
Budget line and available balance
Approval matrix by amount
Payment route: vendor invoice or employee reimbursement
Approval reference to quote on the claim

When to use it

Before booking a team offsite or celebration
Before paying for external training or certification fees
Before buying client gifts during festivals
For any one-off spend above the self-approval limit

How to customise this template

1Enter your approval thresholds and approvers
2Add a minimum number of quotes above a set value
3Link to your procurement process for capital items
4Include a client gift value limit if your ethics policy has one

HR tips

Get approval before spending, not after
Quote the approval number on the final claim
Prefer direct vendor payment for large amounts
Check gifts against your anti-bribery and conduct policy

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Frequently asked questions

Why is expense pre-approval needed?+

It confirms the spend is within budget and policy before money is committed, avoiding rejected claims later.

Who approves expenses?+

Usually the reporting manager for small amounts, with department heads or finance for higher amounts as per the approval matrix.

Can I spend more than the approved amount?+

Only with a fresh or revised approval; amounts above the approval are usually not reimbursed.

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[Company Logo][Company Name]
MEDICAL EXPENSE CLAIM FORM
Company:
[Company Name]
Claim No.:
[Reference Number]
Date:
[Date]
Claimant Details
Employee Name
Employee ID
Department
Work Location
ESI Covered: Yes / No
Reason for Claim (tick one)
- Minor injury at workplace, Incident Report No. [Reference Number]
- Company-mandated medical test (pre-employment / periodic / food handler)
- Vaccination required for official travel
- Medical treatment during official travel
- Other approved reason: [Details]
Incident or Requirement Details
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[Company Logo][Company Name]
EXPENSE REIMBURSEMENT CLAIM
Company:
[Company Name]
Claim No.:
[Reference Number]
Claim Period:
[Month]
Date:
[Date]
Claimant
Employee Name
Employee ID
Department
Cost Centre / Project Code
Reporting Manager
Expense Categories
- C1 Client entertainment
- C2 Courier and postage
- C3 Stationery and printing
- C4 Software and subscriptions (pre-approved)
- C5 Team supplies and refreshments
- C6 Other (specify)
Expense Details
Form · Word
Expense Reimbursement Form
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[Company Logo][Company Name]
EXPENSE / ADVANCE SETTLEMENT STATEMENT
Company:
[Company Name]
Settlement No.:
[Reference Number]
Date:
[Date]
Employee and Advance
Employee Name
Employee ID
Department
Advance No.
Advance Date
Advance Purpose: Event / Project / Site Imprest / Other
Advance Amount (₹)
Actual Expenses
Expense Head No. of Bills Amount (₹)
[Venue / Material] [Number] [Amount]
[Food and Refreshments] [Number] [Amount]
[Local Transport] [Number] [Amount]
[Miscellaneous] [Number] [Amount]
Total Actuals [Amount]
Settlement Calculation
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Expense Settlement Form
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[Company Logo][Company Name]
EMPLOYEE BENEFITS ENROLLMENT FORM
Company:
[Company Name]
Form No.:
[Reference Number]
Date of Submission:
[Date]
Enrollment Deadline:
[DD/MM/YYYY]
Please complete all sections within the enrollment window and return this form to [HR Name], Human Resources. Benefits will be activated only after HR verification.
Section A: Employee Details
Employee Name (as per PAN)
Employee ID
Designation
Department
Date of Joining
Work Location
Date of Birth
Gender
Mobile Number
Personal Email
PAN
Aadhaar (last 4 digits only)
Section B: Statutory Benefits
UAN (if already allotted)
Previous PF Account / Member ID
ESI IP Number (if applicable, for gross wages up to ₹21,000/month)
Opting for higher PF contribution: Yes / No
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Employee Benefits Enrollment Form
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Expense Head	No. of Bills	Amount (₹)
[Venue / Material]	[Number]	[Amount]
[Food and Refreshments]	[Number]	[Amount]
[Local Transport]	[Number]	[Amount]
[Miscellaneous]	[Number]	[Amount]
Total Actuals		[Amount]

Employee Name (as per PAN)
Employee ID
Designation
Department
Date of Joining
Work Location
Date of Birth
Gender
Mobile Number
Personal Email
PAN
Aadhaar (last 4 digits only)

UAN (if already allotted)
Previous PF Account / Member ID
ESI IP Number (if applicable, for gross wages up to ₹21,000/month)
Opting for higher PF contribution: Yes / No

[Company Logo][Company Name]

FLEXIBLE BENEFITS SELECTION FORM

Company:: [Company Name]
Financial Year:: [FY 20XX-XX]
Submission Date:: [Date]
Payroll Cut-off:: [DD/MM/YYYY]

Part 1: Employee Information

Employee Name
Employee ID
Designation
Department
Annual CTC: ₹[CTC]
Annual Flexi Basket: ₹[Amount]
Tax Regime Opted: Old / New

Part 2: Allocation of Flexi Basket

Component	Company Limit per Month (₹)	My Monthly Allocation (₹)	Annual Allocation (₹)	Bills Required
Meal Card / Food Coupons	[Amount]	[Amount]	[Amount]	No (card based)
Fuel and Vehicle Maintenance	[Amount]	[Amount]	[Amount]	Yes
Telephone and Internet	[Amount]	[Amount]	[Amount]	Yes
Leave Travel Allowance	[Amount]	[Amount]	[Amount]	Yes, travel proof
Books and Periodicals	[Amount]	[Amount]	[Amount]	Yes
Employer NPS Contribution	[Amount]	[Amount]	[Amount]	No
Total (must equal flexi basket)	-	[Amount]	[Amount]	-

Part 3: Terms

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Benefits Selection Form

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[Company Logo][Company Name]

GROUP INSURANCE NOMINATION FORM

Company:: [Company Name]
Policy:: Group Term Life / Group Personal Accident
Insurer:: [Insurer Name]
Policy No.:: [Policy Number]
Date:: [Date]

Employee Details

Employee Name
Employee ID
Designation
Department
Date of Birth
Date of Joining
Marital Status

Nominee Details

Nominee Name	Relationship	Date of Birth	Address and Mobile	Share (%)
[Nominee Name]	[Relationship]	[DD/MM/YYYY]	[Address, Mobile]	[%]
[Nominee Name]	[Relationship]	[DD/MM/YYYY]	[Address, Mobile]	[%]
[Nominee Name]	[Relationship]	[DD/MM/YYYY]	[Address, Mobile]	[%]
Total				100%

Appointee (only if a nominee is a minor)

Form · Word

Group Insurance Nomination Form

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[Company Logo][Company Name]
MEDICLAIM DECLARATION
Company:
[Company Name]
Policy Year:
[DD/MM/YYYY] to [DD/MM/YYYY]
Date:
[Date]
A. Employee Particulars
Employee Name
Employee ID
Department
Designation
Date of Birth
Contact Number
B. Choice of Cover (tick one)
- I opt IN to the group mediclaim for myself and the dependants listed in Part C.
- I opt IN for myself only.
- I opt OUT of the group mediclaim. I am covered under policy no. [Policy Number] with [Insurer Name]. I understand I cannot claim under the company policy and may rejoin only at renewal, if permitted.
C. Dependants Declared for this Policy Year
Form · Word
Mediclaim Declaration Form
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[Company Logo][Company Name]
HEALTH INSURANCE CLAIM SUBMISSION FORM (INTERNAL)
Company:
[Company Name]
Insurer / TPA:
[Insurer Name] / [TPA Name]
Policy No.:
[Policy Number]
Internal Claim Ref.:
[Reference Number]
Date of Submission:
[Date]
Important: This form helps HR process your claim. The insurer's or TPA's official claim form must also be completed, signed and attached where required.
1. Employee Details
Employee Name
Employee ID
Department
Mobile Number
Email ID
2. Patient Details
Patient Name
Relationship to Employee
Age
E-card / Member ID
TPA Claim Intimation No. (if any)
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Health Insurance Claim Form
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Patient Name
Relationship to Employee
Age
E-card / Member ID
TPA Claim Intimation No. (if any)

Expense Approval Form

Preview of the form

Requested by

Expense Details

Cost and Quotes

Budget Check

Approval Matrix

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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