Non-Profit Expense Reimbursement Report Template

Non-Profit Expense Reimbursement Report Template

This form is designed for employees and volunteers to request reimbursement for authorized expenses incurred while conducting official business. Please complete all sections accurately and attach original receipts to ensure timely processing of your payment.

Part 1: General Information

• Employee/Volunteer Name: [Name]
• Department/Program: [Department Name]
• Date of Submission: [Date]
• Reporting Period: [Start Date] to [End Date]

Part 2: Expense Details

Part 3: Certification and Approval

• Claimant Signature: __________________________ Date: [Date]
• Supervisor/Manager Approval: __________________________ Date: [Date]
• Accounting/Finance Approval: __________________________ Date: [Date]

Pro Tips

• Attach Receipts: Always tape or staple original, itemized receipts to a separate sheet of paper to prevent loss.
• Timeliness: Submit your report within [Number] days of the expense to ensure it is processed within the current fiscal period.
• Categorization: Clearly label expenses (e.g., Travel, Office Supplies, Meals) to assist the finance team with grant reporting and budget tracking.
• Digital Copies: Keep a scanned copy of your signed report and receipts for your personal records before submission.

Template Document: Non-Profit Expense Reimbursement Report Template

• Scope: This procedure covers all expense reimbursement requests submitted by employees and volunteers for official non-profit business activities.
• Document owner: [Role or team]
• Effective date: [Date]
• Version: [Version number]
• Applies to: [Team, department or process]

Roles and responsibilities

Procedure

1. Collect all original receipts for authorized non-profit business purchases made during the reporting period. (Responsible: Claimant)
2. Enter your full name, department name, submission date, and reporting period into the general information section. (Responsible: Claimant)
3. List each individual expense with its transaction date, descriptive text, clear business purpose, and expense category. (Responsible: Claimant)
4. Calculate the total cost for each row and enter the final sum at the bottom of the expense table. (Responsible: Claimant)
5. Sign and date the certification section to verify that all reported expenses are accurate and strictly business related. (Responsible: Claimant)
6. Deliver the completed expense report form and physical receipts to your designated department manager for initial review. (Responsible: Claimant)
7. Examine the submitted report and attached receipts to confirm that every purchase supports authorized organizational programs. (Responsible: Supervisor)
8. Sign the approval line on the report form if all details are correct and budget funds remain available. (Responsible: Supervisor)
9. Conduct a thorough financial audit of the paperwork to ensure tax compliance and mathematical accuracy across all items. (Responsible: Finance Officer)
10. Schedule the approved reimbursement amount for inclusion in the next weekly accounts payable disbursement cycle. (Responsible: Accounts Payable)
11. Archive the finalized expense report packet securely within the digital financial records database for future auditing purposes. (Responsible: Finance Officer)

Records and revision

• Prepared by: [Full name]
• Reviewed by: [Full name]
• Date completed: [Date]
• Signature: ______________________
• Date signed: [Date]

Frequently Asked Questions

What documentation is required for reimbursement?

You must provide original, itemized receipts for all expenses. Credit card statements alone are generally insufficient as they do not show the specific items purchased.

How long does the reimbursement process take?

Once the signed form and receipts are received by the finance department, reimbursements are typically processed within [Number] business days.

Can I be reimbursed for sales tax?

As a non-profit organization, we are often tax-exempt. Please use the [Organization Name] tax-exempt certificate at the point of purchase whenever possible.

What should I do if I lost a receipt?

If a receipt is lost, please attach a signed memo explaining the nature of the expense, the date, the amount, and why the receipt is unavailable. Approval for reimbursement without a receipt is at the discretion of the finance manager.