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KenyaTax

Accounting

Expense claims and reimbursement log

Log staff expense claims, check receipts, record approval and see how much is waiting to be reimbursed.

Expense claims and reimbursement log template

Staff spend their own money on the business and need it back. This log records each claim with the category, the amount and whether a receipt is attached, tracks it from submitted to approved and paid, and shows the amount waiting to be reimbursed, so claims are handled consistently and on time.

Office managers, accountants and small employers who reimburse travel, meals, fuel and other costs, and employees who want a record of what they have claimed.

What is included

  • Categories for common business costs
  • Receipt attached check
  • Status from submitted to paid
  • Amount payable only for approved claims with receipts
  • Summary of claims by category with a chart

Screenshots

  • Expense claims of Expense claims and reimbursement log
  • Claims by category of Expense claims and reimbursement log

How to use it

  1. Record each claim with the date, the employee, the category and a short description.
  2. Type the amount and say whether a receipt is attached.
  3. Choose the status as the claim moves from submitted to approved, rejected or paid.
  4. Read the total waiting to be reimbursed at the top.

Templates are tools to help with your own records. They are not tax or legal advice. Check the figures against official sources before filing or paying.

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What the expense claims and reimbursement log does

Staff spend their own money on the business and need it back. This log records each claim with the category, the amount and whether a receipt is attached, tracks it from submitted to approved and paid, and shows the amount waiting to be reimbursed, so claims are handled consistently and on time.

Who it is for

Office managers, accountants and small employers who reimburse travel, meals, fuel and other costs, and employees who want a record of what they have claimed.

How to use the workbook

  1. Record each claim with the date, the employee, the category and a short description.
  2. Type the amount and say whether a receipt is attached.
  3. Choose the status as the claim moves from submitted to approved, rejected or paid.
  4. Read the total waiting to be reimbursed at the top.
  5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

  • Categories for common business costs
  • Receipt attached check
  • Status from submitted to paid
  • Amount payable only for approved claims with receipts
  • Summary of claims by category with a chart

The workbook has these sheets: Instructions, Claims, By category. The main table has the columns Date; Employee; Category; Description; Amount; Receipt attached; Approved by; Status. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

  • Ask for the receipt or an eTIMS invoice with every claim.
  • Set a deadline, such as thirty days, for submitting a claim.
  • Pay approved claims on a fixed day each month.
  • Keep a signed record of who approved what.

Why keep this record

Accounting records let you answer three questions at any time: what came in, what went out and who owes whom. Kept consistently they also make tax returns, loan applications and the sale of a business much easier, because the evidence is already organised. Entering transactions the day they happen is far cheaper than reconstructing them at year end.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

Good accounting records are a legal duty as well as a management tool: keep the supporting receipts and invoices with the workbook, and keep each year's copy for at least five years. Work on a copy, never on your only file, and back it up.

Read how to keep business records for KRA for the wider picture. Free calculators that go with it: Vat calculator. See more accounting templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

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