Receipt Log and Expense Claim

Who this is for

A log of receipts that doubles as the claim itself. Each row takes the date, the supplier, what it was for and the amount, with the tax shown separately and a tick for whether it is being claimed. The claimable total is worked out and there is a signature line at the foot.

Employees claiming back what they spent, volunteers and committee members reclaiming costs, and anyone who has to hand a pile of receipts to somebody else with a covering sheet.

What this helps you track

• Every receipt in date order, with its number and supplier
• What each one was for and which category it falls into
• The amount and the tax shown separately, where the receipt shows it
• Which receipts are being claimed and which are attached for information
• The claim total, ready to sign and hand over

How to use it

1. Write who is claiming, the period covered, the reference or cost code and who the claim goes to.
2. Number the receipts and attach them in the same order as the rows, so the sheet and the pile match.
3. Enter the date, the supplier and what the spending was for, and pick a category.
4. Write the amount as shown on the receipt, and the tax separately where the receipt breaks it out. Leave the tax column blank if it does not.
5. Tick claiming for each row you are actually claiming; the claim column and the totals are worked out in the browser and the workbook.
6. Sign and date the sheet, keep a copy with the receipts, and follow whatever rules your organisation sets for how claims are submitted.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What can I claim for?

Whatever your employer, club or organisation allows — that is set by their policy and by the rules where you are, not by this sheet. The category list is a set of headings, not a statement that any of them is claimable.

Why are amount and tax in separate columns?

Because some organisations reclaim the tax separately and need it broken out. Write the total from the receipt in the amount column and the tax in its own column only where the receipt shows it.

What is the claiming tick for?

So that a receipt can be recorded without being claimed — something already paid by the organisation, or a personal item on a shared receipt. Only the ticked rows go into the claim total.

Do I need to attach the receipts?

Almost always, and numbering them against the rows is the quickest way to make a claim easy to check. What your own organisation requires is in their policy.

Can I use it for a mileage claim?

Write the journey in the description and the amount you are claiming, at whatever rate your organisation sets. The sheet has no rate of its own and will not supply one.