Many workplaces involve employees needing to travel from one place to the next for work-related tasks. An employee will most probably use their vehicle if they have one, or they may use a company car. Traveling like this is not uncommon and helps a company pursue essential tasks that help it advance.
If an employee travels like this for work-related activities, the employer will probably need to know how much fuel was used. This is because the employer needs to reimburse the employee. A proper method should be set to do this, and fuel claim forms can help here.
What is a fuel claim form?
A fuel claim form is a document used by employees to request reimbursement from the employer for fuel costs associated with travel. The form is used when business travel occurs, and the employees pay for fuel themselves while this happens.
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What do fuel claim forms do?
The form will allow an employee to professionally and respectfully let the employer or manager know they paid fuel out of their pocket for work travel purposes. Employees can communicate how much they spend on fuel so that the employer can reimburse them for this. The form helps the employer know how much the company pays for work travel.
How do you create a fuel claim form?
If a company needs to reimburse employees often for fuel related to business travel, it is important that this form is available and simple to fill out. The following tips can help you make a fuel claim form:
Choose an application:
The form can be typed and printed in Microsoft Word or Microsoft Excel, as these applications make it easy to create and print the form so that employees can fill it in.
Details about the form:
The heading can be “Fuel Claim Form.” The document includes the logo or name of the company the form is for and its address and contact information. The form needs to include the full name of the employee. You can have a space that notes down the post and department of the employee as well. The form can include the name of the employer or supervisor. Include the dates the form is dealing with. For instance, if it is for a monthly period, mention this.
Create table:
A table can include information on how much fuel was used and for which business activity. A column for “Date” will note when the traveling occurred. There can be a column for “From Address” and another for “Destination Address.” These will help the employer know that the reimbursement the employee is asking for is correct. A column for “Round Trip Miles” will note the distance traveled.
Include a column for “Purpose” so that the reason for travel can be mentioned and known to the employer. There can be a column that notes down the “Fuel Receipt Slip No” and another column for how many liters of fuel were used.
A column for “Cost per Liter” will note this, and another column for “Total Amount” will mention the total fuel cost for the trip. At the bottom of the table, the total miles and fuel for the period the form deals with can be calculated.
Signature:
At the bottom of the table, there can be a sentence whereby the employee claims that the above information is correct and the expenses are related solely to work-related purposes. The employee’s signature will make the form valid.
Extra notes:
You can give instructions on the form, such as where it should be submitted and when.
Reimbursement is must
These forms are important for companies where employees travel for work-related purposes and must be reimbursed for the fuel they use. The form allows for transparency as the employee communicates where fuel was used and how much so that the employer knows that the details are accurate.
If any issue related to fuel reimbursement occurs, the form can be consulted. This may occur when an employee claims that they did not get paid rightfully for the fuel they used or if the employer claims that the employee got paid more than they deserved.
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