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Usually there is an expense claim process: employees keep receipts and record expenses on a form, or via an app, which is approved before repayment is made. Often methods have involved paper forms and paper receipts, with a monthly deadline for expense submission and a fixed payment date some days or weeks afterwards.
Reimbursement forms typically ask for details like the date of purchase, a brief description of what was paid for, and the total. List each item individually if you have more than one.
To reimburse expenses, employees must also provide a clear business reason or justification for the expense. For example, common reimbursed expenses include: Travel expenses: business travel expenses can encompass flights, rail tickets, car rentals, hotels, visas, and even vaccines depending on the travel requirements.
For reimbursements to employees, include an itemized receipt or an invoice with proof of payment.
My name is (your name), and I'm contacting you from (where you're from). I'm getting in touch to request reimbursement for (whatever you want reimbursement for). I've provided details here about the specifics of my claim. The expenses were incurred while I was (insert justification for costs).