How to fill in your expense claim
- Enter your details — they're remembered for next time.
- Add each expense with its date, category, a short description and the bill or receipt number. Categories include fuel, travel, local conveyance, mobile, internet, books and periodicals, meals, hotels, stationery and more.
- If you received an advance, enter it so the form shows the net amount.
- Download the PDF, sign it, attach your original receipts and submit it to your manager or accounts team.
What the claim form includes
- Your details, the claim period and the purpose of the expenses
- An itemised table with dates, categories, descriptions, receipt numbers and amounts
- A summary by category — handy when fuel, phone and internet have separate monthly limits
- Total claimed, advance adjusted and net amount payable, with the amount in words
- A declaration that the expenses were genuinely incurred, plus sign-off lines for you, your manager and accounts
Common reimbursements in India
| Expense | Typical supporting document |
|---|---|
| Fuel for official travel | Fuel station receipt; often a log of trips and kilometres |
| Mobile / telephone | Monthly postpaid bill or prepaid recharge invoice |
| Internet / broadband | Monthly ISP invoice in your name |
| Books & periodicals | Bookshop invoice or subscription receipt |
| Travel and hotels | Tickets, boarding passes and hotel invoices |
| Local conveyance | Cab or auto app receipts |
Company policies set limits and rules for each category, so check your HR policy before submitting.
Tips for faster approval
- Submit monthly rather than saving up several months of receipts.
- Write a clear purpose for each expense, e.g. “Client visit — Acme, Thane” rather than “Travel”.
- Keep photos or scans of every receipt. JPG to PDF combines them into one file.
- Only claim expenses you actually incurred, with genuine bills — false claims are grounds for dismissal and can be a criminal offence.
Run a business and need to bill customers? Use the GST invoice generator.
Frequently asked questions
What should I attach with my claim?
Attach the original bill or receipt for every expense listed — fuel receipts, phone and broadband bills, book invoices, tickets and so on. The form prints the receipt count in the declaration so accounts can match them.
Are fuel, phone and internet reimbursements taxable?
It depends on your salary structure and tax regime. Under the old regime, some reimbursements for official use (such as telephone and internet bills) can be tax-free when supported by bills. Under the new regime, most such exemptions aren't available. Check with your HR or payroll team.
What if I received an advance?
Enter it in "Advance already received". The form subtracts it and shows either the net amount the company owes you or the amount you need to return.
Is my information saved?
Your name, employee ID and similar details are remembered in this browser only, so next month's claim is quicker. Nothing is uploaded unless you sign in and click "Save to my account", which stores the claim so you can reopen it on any device.
Last updated: 23 September 2026Suggest an improvement · Report a problem