Travel & Subsistence Claim Form A Complete Guide

What Is a Travel & Subsistence Claim Form?

A travel and subsistence claim form is a standardized document used by organisations to reimburse employees, contractors, or volunteers for expenses incurred while travelling for official business. The form records details such as mileage, publictransport tickets, accommodation, meals, and incidental costs. When completed accurately, it streamlines the finance teams work, ensures compliance with company policy and tax regulations, and guarantees that staff are repaid promptly.

Why Its Required

• Accountability: Provides a clear audit trail of where money is being spent.
• Policy enforcement: Guarantees that claimants stay within the limits set by the organisation (perdiem rates, mileage caps, etc.).
• Tax compliance: Helps the finance department calculate any payable tax or VAT reclaim.
• Budget control: Enables managers to monitor travel spend against project budgets.

When To Submit a Claim

Most organisations require claims to be submitted within a specific window after the travel takes place often 30days, but this can vary. Submitting early has several advantages:

1. Quicker reimbursement for the employee.
2. Reduced risk of lost receipts (they are easier to locate soon after the trip).
3. Financial records stay uptodate, simplifying monthend closings.

If a claim is submitted after the deadline, it may be rejected or require special approval, which could delay payment.

How To Fill Out the Form Step by Step

1. Basic Information

Enter your name, employee number, department, and contact details. These fields tie the claim to the correct payroll record.

2. Travel Details

3. Mileage (If Using a Personal Vehicle)

• Record the odometer reading at the start and end of the journey.
• Calculate the total kilometres/miles travelled.
• Apply the approved mileage rate (e.g.,0.45 per mile).
• Enter the calculated amount in the Mileage Reimbursement field.

Only include mileage for official business personal detours are not reimbursable.

4. Public Transport & Airfare

Attach original receipts or electronic tickets. Record:

• Carrier name
• Reference number
• Cost (net of any discounts)
• Currency (convert to the base currency using the exchange rate on the travel date).

5. Accommodation

List each nights cost, the hotel name, and the location. Include tax if its a separate line item on the invoice. Some companies have a pernight cap; make sure your total does not exceed it.

6. Meals & Incidentals

Most organisations use a perdiem rate. If you submit actual receipts, ensure each item is dated and itemised. Typical categories are:

• Breakfast
• Lunch
• Dinner
• Other (e.g., coffee, snacks)

7. Other Expenses

Parking, tolls, ferry charges, visas, and conference fees belong in this section. Provide receipts and, where applicable, a brief justification.

8. Totals & Signoff

Add up all subtotals to reach the grand total. The form will usually require two signatures:

1. Employee signature confirms that the information is true.
2. Managers approval verifies that the travel was necessary and within policy.

Date: 12/04/2024  14/04/2024Purpose: Project kickoff with XYZ Ltd.Destination: Bristol, UKMode: Car (private)Mileage: 180 miles x 0.45 = 81.00Train: N/AAccommodation: 2 nights @ 110/night = 220.00Meals (perdiem): 3 days x 45 = 135.00Other: Parking 12.00, Toll 8.00Grand Total: 456.00Employee: ___________________  Date: __________Manager:  ___________________  Date: __________        

Common Errors & How to Avoid Them

• Missing receipts: Scan or photograph receipts immediately after the trip and store them on a cloud folder.
• Incorrect dates: Doublecheck the travel dates against calendar entries or flight itineraries.
• Wrong currency conversion: Use the official exchange rate for the travel date (many companies publish a daily rate table).
• Exceeding perdiem caps: Review the policy before ordering meals; many organisations cap meals at a lower amount in highcost cities.
• Unapproved expenses: Seek prior approval for unusual costs (e.g., upgrade to first class, extra night stay).

When a claim is returned for correction, respond promptly and keep a copy of the revised submission for your records.

Download a ReadyMade Claim Form

Use the template below to start your next claim. It is compatible with Microsoft Word, Google Docs, and PDF editors.