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Letter requesting reimbursement travel expenses

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Letter requesting reimbursement travel expenses
March 15, 2019 Anniversary Wishes No comments

General Expense Reimbursement Requirements; Requesting Reimbursement for Escrow Advances; Requesting Reimbursement for HOA Assessments and.

This Employee Expense Company Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

Policy brief & purpose

Our Employee Expense company policy outlines how we’ll reimburse employees for work-related expenses. We’ll define “work-related expenses” and set a procedure to authorize expenditure.


This policy applies to all our employees that need to spend money for work-related activities.

Policy elements

Employee expenses fall under two categories:

  • Expenses that are paid directly by our company on behalf of employees.
  • Expenses that are paid by our employees and are reimbursable.

We’ll reimburse all reasonable business expenses, after they are approved, in part or in full as the case may be.

Travel Expenses

Travel expenses include any kind of transportation and accommodation expenses that you incur when going on a business trip. Expenses related to this category that may be fully or partly reimbursable include:

  • Accommodation
  • Legal document expenses (e.g. Visa)
  • Air, train, ship or other transportation fares
  • Necessary medical expenses (e.g. vaccinations)
  • Local transportation during trips (taxi fares, rental cars etc.)
  • Other minor or per diem expenses that have been approved by an employee’s manager (e.g. meals, business material)

Medical care fees after travel-related accidents may be covered by workers compensation insurance. If not, we may reimburse you for your medical expenses, if appropriate.

Minimizing expenses

We want to avoid overspending or unnecessary costs. We may contract with hotels and agencies to get the best possible prices. We’ll also aim for the cheapest option when we can. For example, we prefer booking plane tickets in economy class, unless there is reason for upgraded travel.

Non-reimbursable expenses

We won’t reimburse the following:

  • [Expenses incurred by spouses or other non-employees who accompany our employees on their travels]
  • [Un-authorized service upgrade (e.g. business class or hotel rooms)]
  • [Personal services (massages, beauty treatments etc.)]
  • [Personal purchases (gifts, clothes etc.)]
  • [Lost personal property (e.g. luggage)]

This list is not exhaustive. Please ask [Human Resources (HR)/ Compensations manager] about reimbursable expenses before you go on a business trip.

What are work-related expenses?

This category includes expenses that are related to an employee either in the form of a benefit (e.g. business phone) or entertainment expenses that may occur in a business setting (e.g. professional dinners with clients or colleagues.)

These expenses may be capped and [HR/ employee’s manager] should approve them. If you spend more than the approved amount, you must cover the extra cost yourself.

We won’t reimburse the following work expenses:

  • [Unauthorized or unscheduled business meetings with clients, partners or job candidates]
  • [Fines incurred while driving a company vehicle]
  • [Non-business subscriptions/ training]
  • [Personal trips]

This list is not exhaustive. Please ask [Human Resources (HR)/ Compensations manager] about reimbursable expenses before you submit a claim.


When you plan to go on work-related trips, [Office managers/ personal assistants/ HR] will typically arrange for most of your accommodation and transportation costs and document these expenses. You need to:

  • Document any expenses that our company hasn’t directly arranged for (e.g. taxi fares.) Please ask for bills and receipts whenever you can. You might also receive a per diem sum to cover other necessary travel expenses.
  • Submit your reimbursement claim [through an Human Resources Information Software (HRIS)] or submit an expense report with all necessary documentation. Please submit your claim/report within [three months] after your trip.

Your manager or HR are responsible for approving reimbursement claims. If your manager approves your expenses, you will receive your reimbursement within [two] pay periods [by check.]

When you incur work-related expenses, you should:

  • Ask for your manager’s approval.
  • Submit a reimbursement claim. Please submit receipts and bills for business dinners and transportation within [one month.]

We’ll investigate any excessive expenses. In cases of consistent falsified or exaggerated claims, we may take disciplinary action.


Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

To George Pitt Accountant EDS Technologies San Diego, CA Date: Subject: Claim letter for reimbursement of travel expenses.

Request a Refund or Reimbursement

letter requesting reimbursement travel expenses

Travel Reimbursement Form

  • first time: on-line registration for personal info and bank details: https://e-services.cost.eu
  • Complete online all expenses and download the individual travel claim after the meeting (claim available through the link in the invitation e-mail)
  • [Procedure changed in July 2016]

  • Deadline for form submission = 30 days from end date of meeting – after 30 days, you cannot download your TRR



Please, note that together with the form you have to upload in the ecost system:

  • copies of your plane tickets, boarding passes and of train / long distance tickets (eligible expenses are detailed in COST Vademecum)
  • copies of the receipts of the local transports
  • pdf file of the Google-map of the car travel


Travel Reimbursement: Eligibility criteria

  • 120 €/night for accommodation incl. breakfast (meeting days +1 night before) – same flat rate for all participants
  •  20 €/meal (lunch/dinner, not offered by other party)
  • Travel expenses (most economical):
    • Air travel: economy fare, max.1200 €
    • Train and bus: 1st class allowed; seat reservations/sleepers eligible expense
    • Car: 0,20 €/km, attach Google map – max. 2000 km
    • Local transport < 25, >25 with receipts [Italian regulations require that all receipts for local transports have to be uploaded in the ecost]
    • Taxi: Only if no public transport is available OR between 22:00-07:00. Justification & ticket always required – max. 80€ for the entire trip


No need to send to the grant holder the receipts for hotel and meals (it is responsibility of the attendants to keep them until 30 May 2019).Tickets, boarding passes, receipts for local transports have to be uploaded in the eCost system through the link provided with the invitation letter. Details about how to do it are available here.

According to COST rules all other expenses (such as hotels – 120 per night – and meals – 20 euro per meal, 2 meals per days) must be reimbursed based on a flat rate (with a few exceptions).

NOTE that concerning the meeting in GDANSK POLAND (11-12 September 2017) the MC decided to reduce the reimbursement  for accommodation to 100 euro. 


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Guidelines : Requesting Reimbursement For

letter requesting reimbursement travel expenses

Sample Letter #1


Changes in my work assignment prevent me from attending the Training Conference on May 12-14 at the Springfield Resort. Please refund my registration and housing fee minus the service charge. A copy of my registration receipt is enclosed for your review.

Please send the refund check payable to Doe Associates to this address. I will order a copy of the Conference Proceedings separately. Thank you for your help with this unexpected change.

Sample Letter #2


Please refund me $25.32. I purchased Doe's Thigh Cream, "guaranteed to slim [my] thighs in two weeks or [my] money back." It smelled nice but it didn't work. I have enclosed the receipt to verify the purchase price. I'll be expecting a check in the mail within two weeks.

Sample Letter #3


While I was out of town last month, I became ill and needed to consult a doctor who prescribed medication for me to take. The doctor accepted my insurance and will bill you, but the pharmacy requested that I pay in full for the antibiotic.

Please reimburse me $25.60, the amount I paid less the 10% I am responsible for. I have enclosed the receipt from the pharmacy.

Thank you.

Sample Letter #4


My clothing order arrived in good condition. I am delighted with the dress and the sweater, but the skirt does not suit me at all. I am returning it unworn, along with your statement, and would appreciate your crediting the $40.00 price of the skirt to the credit card I paid with originally. Thank you.

Related Articles

Related Resources

Guide to Write This Letter ❯

How to submit a travel reimbursement request. Travel Reimbursement Form Complete online all expenses and download the individual travel claim after the meeting in the eCost system through the link provided with the invitation letter.

How to submit a travel reimbursement request

letter requesting reimbursement travel expenses





Date : _______ (Date on which letter is written)





Subject: Reimbursement for business trip letter.

Dear _________ (name of the person),

I am writing this letter to inform you that ____________ (name the deal/project) for which I had to travel to ______ (name the place) turned out to be a huge success. The clients were highly impressed with my presentation and the facts and figures presented by me.

However, all the expenses incurred on the trip were borne by me. The company had promised to take the travel and accommodation expenses since it was a different country, but due to some problem, I had to pay for the same. Thereby, I would like to demand reimbursement of the same as it was a very costly trip.

I have attached all the necessary documents along with this letter for your reference. Please do the needful as soon as possible. I expect full cooperation from your side.

Yours sincerely,

__________ (Name Of the person)

__________ (Name of the designation)

__________ (Name of the organization)

Annex 5: SAMPLE LETTER FOR REIMBURSEMENT OF EXPENDITURE. Letter head of the Beneficiary Organisation. Claim Reference No.: Date: Name of.

letter requesting reimbursement travel expenses
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