Approving an expense report? Put it in writing the clean way — with a signed reimbursement statement your employee can actually follow. An Employee Expense Reimbursement Statement / Approval Letter is the tidy, professional way for a manager, finance, or HR to confirm and approve reimbursement of an employee's business expenses for a period or trip, and PaperKit drafts a polished one in seconds. Pick the TYPE of expenses — business TRAVEL, MILEAGE, SUPPLIES & equipment, MEALS & entertainment, PROFESSIONAL DEVELOPMENT, or RELOCATION — and it reshapes the whole statement: the title, the subtitle, the confirming framing, and the closing. Then choose the APPROVAL BASIS — fully approved, partially approved, capped to policy limits, or reconciled against an advance — and it rewrites the how-this-was-reviewed line for you. Like a commission statement, this one does the math: lay out each expense LINE and PaperKit SUMS them to a net total reimbursement — and you can enter a NEGATIVE line (an advance already paid, or an amount disallowed under policy) so the schedule nets down to the amount still due. It's a statement TO your employee, so you (the approver) e-sign it online and send them the polished PDF — there's no second signature. (This is a courtesy statement, not legal, tax, or accounting advice — it doesn't create, calculate, or guarantee any payment; the figures are what you type. Confirm the binding numbers, timing, and tax treatment through finance and your official records.)
The big lever — it reshapes the whole statement: the title, the subtitle, the confirming framing and the closing.
Business travel — airfare, hotel, ground transport, per diem for a trip.
Overrides the single "how this was reviewed / approved" sentence in the letter.
Advance reconciliation — nets an advance already paid against approved expenses; enter the advance as a negative line so the schedule nets down.
PaperKit lists the lines below and sums them to a net total reimbursement. Enter a negative amount (e.g. -500) for an advance already paid or an amount disallowed under policy so the schedule nets down to what's still owed. You type the numbers — PaperKit only adds them up.
The authorized approver (manager / finance / HR). You e-sign the hosted statement online — this is a statement TO the employee, so there is no employee signature line.
Turn on what applies. Payment timing, an accountable-plan / policy note and a questions-contact line are on by default.
A real reimbursement statement. The reimbursement type reshapes the title, subtitle and framing; the approval basis overrides the how-it-was-reviewed sentence; the schedule sums your lines to a net total (a negative advance line nets it down). Publish to get a hosted link you can e-sign online.
$9/mo — remove the DRAFT watermark + “Made with PaperKit” badge, unlimited clean-PDF statements, and Pro across every tool.
An expense reimbursement statement is a template for convenience, not legal, tax, or accounting advice. It does not itself create, calculate, or guarantee any payment — the figures shown are exactly what you enter. Actual reimbursement amounts, policy terms, timing, and tax treatment are governed by the employer's expense policy and applicable law. PaperKit is not a law firm or an accounting provider and records electronic signature via the signer's typed name; confirm the figures through finance and your official records before relying on this form.