Download free excel template for claiming reimbursement of travel expenditures. This template is useful for companies and organizations where travel expenses are reimbursed on actual basis.
Understanding traveling allowances (TA)
Employees are entitled to TA reimbursement for their official travels. TA stands for Traveling Allowance. Traveling allowance is the amount paid or allotted to an employee by the employer for traveling to another place for business purpose.
The traveling allowance includes modes of travel, accommodation, meals, and other incidentals. Traveling Allowance is an additional sum of money apart from the salary given to the employee when he/she travels to other places for business purposes. Thus, the amount is not deducted from the salary of the employee.
Components of TA Reimbursement Form
Usually, in a small or medium-sized company, the reimbursement of TA includes modes of travel, accommodation, meals, and other incidentals.
But in larger corporates, there are many more details as follow:
- Rail transportation
- Rental vehicles
- Conference registration fees
- Mileage expenses
- Rental vehicle expenses
- Lodging (commercial)
- Meals (per diem)
- Business meals
- Business expenses
- Telephone calls
- Visa, passport fees, and immunizations
- Other business expenses.
Different companies have their predefined formats for reimbursement of TA.
About employee TA reimbursement template in Excel
This template consists of 6 sections: Header Section, Employee Details Section, Travel Details Section, Food and Accommodation Expenses Section, Travel and Other Expenses Section, and Approval Section.
The header section consists of the company name, company logo, and heading of the sheet “TA Reimbursement Template”.
Employee details section consists of general details like employee name, employee id, designation, department, and purpose of the trip.
Travel details section consists of data for each day, From and To Travel destinations.
If you are using your vehicle for the official travel then you need to enter kilometers for a daily run.
Once you add the kilometers the sheet will automatically multiply it with the usage rate and displays the result in the travel expenses section.
Food and Accommodation Expenses
This section consists of expenses related to room rent, daily breakfast, lunch, and dinner.
Travel and Other Expenses
The travel and other expenses section include all expenses related to travel. It includes expenses of air tickets, taxi charges, rent a car, parking, etc.
If you are using your vehicle for travel, you need to mention the daily run in the travel details section.
If you mention the daily run and rate in the respective column, it will automatically calculate the mileage for you.
The template shows both; daily totals as well as weekly totals of each head of expense. With this template, you can claim up to 7 days of travel expenses.
In the end, there is an approval section. This section consists of final calculations. If you have received any advances from the company you need to mention them in the cell below totals.
Total Reimbursable Amount = Sub-Total of all the expenditures – Advances taken from company.
Download and use Employee TA Reimbursement Excel template
To use this free Employee Travel Allowance Reimbursement excel template, you should have Microsoft Office/ Microsoft Excel installed in your system.
After installing Excel or Spreadsheet, download the zip file of this template. Extract the template using WinRAR or 7Zip decompressing software.
Once extracted, you can open the file using Excel and start entering data or customizing the template.