About this template
Managing employee expenses incurred during approved paid time off (PTO) shouldn't require messy paper receipts or endless email threads. This PTO Expense Reimbursement Request Form provides a clean, centralized way for staff to submit itemized costs—such as travel, lodging, or work-related activities—directly to your finance and HR teams.
By gathering all necessary details upfront, including dates, categories, amounts, and digital receipt links, this template eliminates back-and-forth communication and minimizes processing errors. Finance teams gain an organized digital paper trail that makes auditing and payouts straightforward, while employees enjoy faster reimbursements and clear tracking.
Built on Google Forms through Doc2Form, this template can be deployed instantly. Share the link via email or your company intranet, and watch submissions flow directly into an organized spreadsheet for seamless review, approval, and payroll integration.
Key features
- Collect itemized expense amounts, dates, and categories in one submission.
- Include receipt links for easy verification and auditing.
- Route requests directly to HR and finance for faster review.
- Track all submissions in a connected Google Sheets spreadsheet.
- Mobile-friendly format for quick submissions on the go.
Use cases
Employee travel and lodging claims during approved time off.
Submitting costs for work-related training or conferences attended wh…
Submitting costs for work-related training or conferences attended while on PTO.
Internal expense auditing for accounting and payroll teams.
What this form collects
- Full Name (Short answer)Enter your first and last name.
- Email Address (Short answer)Enter your work email address where we can reach you regarding your status.
- Person Being Reimbursed (Short answer)If you are submitting on behalf of someone else, enter their name here. Otherwise, enter your own name.
- Preferred Method of Reimbursement (Multiple choice)Select how you would like to receive your payout.
- Expense Date (Date)Select the date when the expense was incurred.
- Expense Category (Dropdown)Choose the category that best describes this expense.
- Expense Description (Paragraph)Provide a brief explanation of the expense and its business context during your PTO.
- Total Amount Requested (Short answer)Enter the numeric amount to be reimbursed (e.g., 150.00).
- Receipt Link (Paragraph)Please paste a link to your receipt file (Google Drive, Dropbox, etc.) or describe the document you wish to attach.
- Additional Receipt Link (Optional) (Paragraph)If you have a second receipt, paste the link here.
- Digital Signature (Short answer)Type your full legal name to certify that the expenses listed above are accurate and work-related.
FAQ
How do employees attach receipts to this Google Form?
Because file upload fields vary in Google Forms, this template includes dedicated text fields where employees can paste links to their digital receipts stored in Google Drive, Dropbox, or company cloud storage.
Can I customize the expense categories to match our company policy?
Yes! You can easily edit, add, or remove options in the expense category dropdown to align perfectly with your organization's reimbursement rules.
Where do the submitted reimbursement requests go?
All responses are automatically collected in a Google Sheets spreadsheet linked to the form, making it easy for finance teams to review, approve, and process payouts.
Is this form mobile-friendly for employees?
Yes, Google Forms are fully responsive and work seamlessly on smartphones, tablets, and desktop computers.
How can I share this form with my team?
You can share the form link via email, embed it on your company's internal portal, or pin it in your team's communication channels.
Get this form in your Google Drive
Save a copy to your Google Drive with one click (uses 1 credit). Or build from a PDF or description in the app.