How to use the template
Fill in your personal info
Add your name, department, manager, and reimbursement period. Make sure to include any helpful notes for your approver — like project codes or missing receipts.
Log your expenses
Enter each expense or mileage claim with their dates, description, amounts, and any relevant categories and vendors. Reference the Expense Categories sheet to ensure your info is correct.
Sign, export, and send off
Pop in the date and sign the document. From there, you can download a PDF, keep a copy for your records, and send to your manager for approval. Depending on your company’s expense policy, you may need to attach receipts.
Expense reimbursements, explained.
Why expense reporting is important
Proper expense reporting and reimbursement policies are key to keeping a business’ operations fair, transparent, and efficient — especially as it scales and grows in headcount. When employees pay out-of-pocket expenses, you’ll want to repay them accurately and promptly. Likewise, it’s important for your company’s spend management, bookkeeping, and eventually, your finance team.
A team member submitted an expense — now what?
Once submitted, a designated approver should review the form ensuring it’s complete and compliant with your company’s expense policy. If everything looks good, the expense should be approved and the reimbursement issued. To help you and your team stay on track, apply for a Mercury account for free expense and mileage reimbursements.