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Travel Reimbursement Form

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A travel reimbursement form refers to a document that enables employees to list down costs they incurred while on a business trip for the purposes of refund. Filling this form enables the company to know how much you spent, and also to ascertain that you didn’t surpass the limit.

If your job involves a lot of travelling, then you may be required to be applying for a refund every month. This article contains 15+ travel reimbursement examples and templates to use and quickly make a claim. Also, these taxi receipt examples can be of great help.

Travel Reimbursement Form Examples & Templates

1. travel expense reimbursement form.

travel expense reimbursement form template

  • Google Docs

Size: A4 & US

With this travel expense reimbursement form, you get blank sections where you enter your name, department, manager, description, dollar amount and date of travel. The print-ready template lets you customize the information in it, and have large enough column and row sizes to record transactions. To get started creating your travel expense reimbursement form, just download this fully customizable template.

2. Medical Travel Expense Reimbursement Request Form

medical travel expense reimbursement request form

Size: 18 KB

Use this medical travel expense reimbursement form to ask the company to refund you for the money you used while on a company trip. The template lets you include information such as your name, department, purpose of travel and the duration of the trip. It also shows an itemized calculation of the total cost, with the grand total appearing at the bottom.

3. Non Employee Travel Reimbursement Form

non employee travel reimbursement form

This is a claim reimbursement form for non-employees that traveled on company-related issues. The template helps you to include all the relevant information that will be needed before the reimbursement can be approved by your manager. As such, you can be sure your form is comprehensive and captures all the details when you use this template. Download it today.

4. Travel Advance Reimbursement Form

travel advance reimbursement form

If you want to ask your company to give you money in advance to cater for your expenses during a business trip, this is the template that you need to get. It prompts you to include important information like your name, purpose of travel, and how much you are going to need among other things. The expenses are broken down into individual items like air ticket, car rentals, hotel accommodation and boarding pass. Also, check these printable mileage log examples for more inspiration.

5. Student Travel Reimbursement Form

student travel reimbursement form

Size: 74 KB

If you are a student traveling for university or college-related business, you should use this form to apply for a refund on the expenses you incurred while on the trip. The template has places where you just plug in your information like date of travel, duration, purpose of the travel and department or school among other things. The template can be edited easily and entering the name of your university or college is very easy.

6. Travel Expenses Reimbursement Claim Form

travel expenses reimbursement claim form

Size: 751 KB

This is a standard travel expenses claim form that you can use to apply for reimbursement of the costs you incurred while on a company-related trip. The template prompts you to provide details such as job title, date when you made the trip, duration, where you went, and an itemized list of expenses.

7. Travel Request and Expense Reimbursement Form

travel request and expense reimbursement form

This is a multi-purpose form that can serve two functions at ago. You can use the template for getting your trip request approved, and at the same time ask for an advance travel expense reimbursement. With this template, you get to kill two birds with one stone. The template is easy to use since it is editable and highly customizable. You don’t need a special program to edit the template.

8. Travel Expense Reimbursement Form in PDF

travel expense reimbursement form in pdf

Size: 24 KB

This PDF-based travel expense reimbursement report is another example of a template that you can use as a guide for creating yours. The template is easily customizable by writing your company name, department and the purpose of the travel. It even enables you to add your own logo and apply a new theme. Download it to get started.

9. Athletics Travel Reimbursement Form

athletics travel reimbursement form

Size: 28 KB

With this Athletics Travel Reimbursement template, you don’t have to create a reimbursement form from the start. The template enables you to add fields which in turn calculate the total amount that you are seeking refund for.  With this template, you can be done applying for a refund in minutes. If you want a quicker way to apply for your travel reimbursement, this template will serve you just fine.

10. Travel Authorization and Travel Reimbursement Form

travel authorization and travel reimbursement form

Size: 93 KB

This form enables you to seek approval for your upcoming travel and at the same time apply for costs to cover your company-related travel expenses. Available on instant download, this template can be modified by changing color scheme, font, adding your logo , company name and even letterhead. With this template, you don’t have to waste a lot of time creating a travel reimbursement form. It makes your work easier.

11. Travel & Business Expense Reimbursement Form

travel business expense reimbursement form

Size: 199 KB

This travel & business expense reimbursement report is fully customizable. You can add some features to make it reflect your company’s refund policy. Fully researched, the template enables you to include all the expenses you incurred in your business trip . Whether it is car rental costs, hotel and meal expenses or air ticket expenditure, the template ensures you get back every coin you spent.

12. Travel Reimbursement Form Example

travel reimbursement form example

Size: 144 KB

Did you recently attend a company trip and want to claim back the money? If so, this template was designed precisely for you. It helps you to break down the expenses you spent on, and even has a place where you can attach receipt images. Just download the form today and get started.

13. Staff Travel Reimbursement Request Form

staff travel reimbursement request form

Size: 197 KB

With this staff travel request, you can capture all the costs that you are seeking reimbursement for. It includes all major costs of a business travel, but even if you don’t find something, can easily add. This instantly downloadable template is also easy to edit. In fact, you won’t need a special program for that.

14. Monthly Travel Reimbursement Form

monthly travel reimbursement form

This monthly travel reimbursement form has been designed to make you quickly claim for expenses related to business trips. The template helps you document and claim for different travel-related costs like accommodation, air ticket, boarding pass and meals among other things. Download it and be done in minutes.

15. Post-Travel Reimbursement Request Form

post travel reimbursement request form

Size: 112 KB

As an employee, you have a right to be refunded any money you use for company-related things. If you want to claim for travel expenses, then this post-travel reimbursement request form is what you need. The template has been designed to enable you to make a quick and accurate claim without hassle. Just download the form, edit it and you are good to go.

16. Business Center Travel Reimbursement Form

business center travel reimbursement form

Size: 217 KB

Did you go on a company trip and now want to be paid for the expenses you incurred? This travel reimbursement template enables you to quickly make a claim and be reimbursed your money. Professionally created and designed, the template enables you to capture all travel-related expenses so you don’t miss out on anything.

peia travel reimbursement form

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  • Reimbursment Forms

FREE 13+ Travel Reimbursement Forms in PDF | Ms Word | Excel

 travel reimbursement forms free downloadable samples examples and formats

Travel Reimbursement Form - 7 Free Documents in Word, PDF

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Employees who have spent any of their own personal funds for any company related expense must be properly reimbursed. Which is why when requesting reimbursement, one must provide all the necessary information as well as all the necessary documents.

There are many reasons as to why an employee must be paid back for any money used out of his or her own finances. A good situation would be if an employer has directed an employee to travel from one location to another for a business meeting. The employee uses his private vehicle and once everything is settled, the employee may request for mileage reimbursement to be paid back for the distance traveled.

Travel Reimbursement Request Form

travel reimbursement request

Size: 151 KB

Beneficiary Claim for Travel Expenses

beneficiary claim for travel

Size: 238 KB

Travel Expense   Reimbursement

travel expense reimbursement

Size: 496 KB

Medical Travel Expense

medical travel expense

Size: 18 KB

Monthly Travel Reimbursement

monthly travel reimbursement

Size: 296 KB

Volunteer Travel Reimbursement

volunteer travel reimbursement

Size: 118 KB

What Is a Travel Reimbursement?

A travel reimbursement is any expense made by an employee for any business related travels. So that means everything from hotel bookings, plane tickets, and one can even make use of  mileage reimbursement forms  should the employee travel to the location by use of a private vehicle.

However, any other expense that has nothing to do with any business related matters will come out of the employees own funds and will not be applicable for reimbursement. So be sure that when you are spending, you are only spending on whatever fits your company’s reimbursement policy.

How to Ask for Travel Reimbursement

When asking for any kind of travel reimbursement, one must make use of the right type of form. A good example would be through the use of forms such as  employee expense reimbursement  wherein the employee may state what was spent during the travels and the cost of each item on the list.

And it also helps that you have physical proof of these expenses such as the receipts to ensure that you are reimbursed. Just be sure that all expenses you have made follow the company policy regarding reimbursement and it is in line with whatever business travel that you were required to do.

Travel Reimbursement in XLS

travel reimbursement in xls

Employee Travel Reimbursement

employee travel reimbursement1

Size: 450 KB

Non-Employee Travel Reimbursement

non employee travel reimbursement

Size: 39 KB

Guest Travel Reimbursement

guest travel reimbursement

Size: 32 KB

Domestic Travel Reimbursement

domestic travel reimbursement

Size: 584 KB

Travel Authorization Reimbursement

travel authorization reimbursement

Size: 93 KB

Formal Travel Reimbursement Form

formal travel reimbursement form

Size: 19.7 KB

Travel Share Reimbursement Form

travel share reimbursement form

Size: 23.8 KB

Tips for Travel Reimbursement

  • Always know what can be reimbursed. When utilizing  employee reimbursement forms , you always have to know what can and cannot be reimbursed. You  must be aware of any subtleties regarding any expense you make that your employee will pay you back for.
  • Make sure that you have all of the proper documentation. Do you just turn in receipts? Or is it okay if it’s just a charge slip? Does it need to be an itemized receipt? Be careful to not lose any of these and prepare them ahead of time for reimbursement.
  • Submit your request for reimbursement as soon as possible. It’s better that you do it the moment that you come back from your business travel to ensure that there are no missing details that might be lost for good if you wait too long.

If you need to know more on how to be properly reimbursed, then you may go through any of our sample reimbursement forms to give you the information that you need. Just be sure that you use the right reimbursement form for the right purpose.

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False claim migrants in the US illegally need passports for air or land travel | Fact check

peia travel reimbursement form

The claim: Individuals in the US illegally must now carry a passport to travel by air or land

[ En Español : Falso: inmigrantes que están ilegalmente en EE.UU. necesitan pasaporte para viajar ]

A March 17 Instagram video ( direct link , archive link ) shows a man talking about immigration documentation.

"Immigrants who do not have legal immigration status from this moment on, if you want to travel, even within the United States whether on local flights or by land by vehicle, you must carry your passport from this moment on,” says the commentator in the video.

The post garnered more than 6,000 likes in five days.

More from the Fact-Check Team: How we pick and research claims | Email newsletter | Facebook page

Our rating: False

The Transportation Security Administration accepts passports and other forms of identification, such as a driver's license, for individuals who are in the country illegally and want to travel. Such travelers without passports will need to verify identities with facial recognition to travel.

The TSA accepts passports and other forms of identification

The TSA accepts various identification from travelers , including foreign government-issued passports and state-issued enhanced driver's licenses.   

“To travel domestically in the U.S., TSA requires a valid form of identification which can be either a state- or federal-issued identification document,” Kelley Ortega , an attorney at the Jaime Barron Immigration Law Group, told USA TODAY. “A foreign passport is also often accepted. In practice, lots of individuals who are apprehended and released at the border either have no passport or have their passport confiscated and, as such, would not be able to present a valid identification to travel by plane with TSA upon their release.”

The post may be based on a report from the Associated Press on March 14 that noted the government has started requiring migrants without passports to submit to facial recognition technology to verify their identity if they want to take a domestic flight. But there are no reputable reports of passports being required to travel at all, contrary to the post's claim that they are mandatory even for land-based travel.

Fact check : Biden didn't remove bald eagle from passports; photo placed on different page

For immigrants already in the country illegally, 19 states and the District of Columbia allow them to obtain driver’s licenses, according to the National Conference of State Legislatures. A driver's license is a document approved by the TSA for boarding a flight.

USA TODAY reached out to the user who shared the post for comment but did not immediately receive a response.

Our fact-check sources:

  • Transportation Security Administration, accessed March 21, Acceptable Identification at the TSA Checkpoint
  • Kelley Ortega, March 21, Email exchange and phone call with USA TODAY
  • Associated Press, March 14, Migrants lacking passports must now submit to facial recognition to board flights in US
  • National Conference of State Legislatures, March 13, 2023, States Offering Driver’s Licenses to Immigrants

Thank you for supporting our journalism. You can subscribe to our print edition, ad-free app or e-newspaper here .

USA TODAY is a verified signatory of the International Fact-Checking Network, which requires a demonstrated commitment to nonpartisanship, fairness and transparency. Our fact-check work is supported in part by a grant from Meta .

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  1. PDF Travel reimbursement form

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  2. West Virginia Purchasing Division

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  3. PDF State of West Virginia Travel Expense Account Settlement

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  4. PDF Reimbursement Trip Log

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  11. PDF OWCP-957A

    This is a mileage only reimbursement form. If you need other travel expenses reimbursed, complete Form OWCP-957 Part B Medical Travel Refund Request - Expenses. Enter claimant's full name: last name, first name, middle initial (M.I.). Enter claimant's claim/case file number. Enter payee's full name (if person other than the claimant is to be ...

  12. About VA Form 10-3542

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  13. VA Travel Pay Reimbursement

    File a claim for general health care travel reimbursement online. General health care travel reimbursement covers these expenses for eligible Veterans and caregivers: Regular transportation, such as by car, plane, train, bus, taxi, or light rail. Approved meals and lodging expenses. You can file a claim online through the Beneficiary Travel ...

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  17. Travel Reimbursement Form

    File Format. PDF. Size: 18 KB. Download. Use this medical travel expense reimbursement form to ask the company to refund you for the money you used while on a company trip. The template lets you include information such as your name, department, purpose of travel and the duration of the trip.

  18. PDF Travel Reimbursement Form with Instructions

    2. You can submit your request for travel reimbursement via any one of FIVE methods: Method #1: Use any kiosk machine located in the VA, Medical Center in La Jolla or in our Community Based Outpatient Clinics. Method #2: Use the VA travel claims website: www.access.va.gov Method #3: Drop your completed paper form in the travel claims box in the ...

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  22. False claim migrants need passports for any US travel

    The claim: Individuals in the US illegally must now carry a passport to travel by air or land [En Español: Falso: inmigrantes que están ilegalmente en EE.UU. necesitan pasaporte para viajar]A ...