Employer Relocation Expenses Claim Log

Who this is for

Claim back every relocation cost your employer has agreed to cover. Log each cost as you pay it, with its category, receipt and the dates it was claimed and paid, and set what has been approved against the allowance in your package.

Employees moving home for a new job or a transfer whose employer offers a relocation package or repays moving costs, and the partner who ends up keeping the receipts.

What this helps you track

• Each cost paid, by category, with the supplier and receipt reference
• When each one was claimed, how much was approved and when it was paid
• The part of each claim not approved
• What has been approved against the cap in your package
• Claims still waiting to be paid

How to use it

1. Copy the employer, the policy or package reference, the allowance cap and the period in which claims are allowed from your package letter.
2. Add a row for every cost as you pay it: the date, category, supplier, amount and the reference you gave the receipt.
3. Write the date you submit each claim, then the amount approved and the date the money reaches your account.
4. The shortfall, totals and summary are worked out in the browser and the workbook; on paper, total each column and take the approvals from the cap.
5. Write down anything your employer says is not covered, with who said so and when, in the notes.
6. Keep the receipts in the order of the log; the browser version saves in your own browser.

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?

Only what your employer's relocation policy covers, which differs from one employer to the next. Check the package letter or policy, and ask before spending on anything that is not clearly listed.

Is relocation help taxed?

That depends on the rules where you are and on how your employer pays it. Ask your employer or tax office, and keep this log and the receipts in case either asks to see them.

Can the sheet total each category?

Not automatically. In the workbook, filter or sort by the category column to add up one category. If your package sets a limit per category, note it and check that category's rows against it.

Why does a claim still being considered show a shortfall?

The shortfall is the amount less what has been approved, so it shows the whole amount until a decision comes back. Once the approved figure is in, it shows only the part not covered.

Does the eligible period matter?

Some packages only cover costs paid within a set window around the move. Copy the dates from your own package and check them before spending, as costs outside them may not be repaid.