Employee Reimbursement Form Template for Germany

A standardized German-compliant Employee Reimbursement Form designed for processing and documenting business-related expenses in accordance with German tax and employment laws. The document facilitates the systematic recording and approval of employee expenses, ensuring compliance with German Commercial Code (HGB), Income Tax Act (EStG), and Value Added Tax Act (UStG) requirements. It includes comprehensive sections for expense itemization, necessary declarations for tax purposes, and appropriate approval workflows, while adhering to GDPR/DSGVO data protection standards.

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What is a Employee Reimbursement Form?

The Employee Reimbursement Form is a critical document used in German business operations to process and record employee expenses in compliance with local regulations. It is required whenever employees incur business-related expenses that need to be reimbursed by their employer. The form must comply with German tax laws, particularly the Income Tax Act (EStG) and Value Added Tax Act (UStG), while also meeting documentation requirements under the German Commercial Code (HGB). It captures essential information including expense details, tax-relevant declarations, and required approvals, ensuring proper record-keeping for both internal accounting and tax authority purposes. This standardized form helps organizations maintain consistent expense processing while meeting legal obligations regarding expense documentation and reimbursement.

What sections should be included in a Employee Reimbursement Form?

1. Employee Information: Basic details including name, employee ID, department, and cost center

2. Expense Period: Time period covered by the reimbursement claim

3. Expense Details: Itemized list of expenses with date, description, amount, and category

4. Payment Information: Employee's bank details for reimbursement transfer

5. Tax Declaration: Statement confirming expenses are business-related and VAT information where applicable

6. Employee Declaration: Employee's confirmation that expenses are legitimate and comply with company policy

7. Approval Section: Space for manager/supervisor approval and finance department processing

What sections are optional to include in a Employee Reimbursement Form?

1. Per Diem Claims: For claiming daily allowances for business travel (Verpflegungsmehraufwendungen), used when overnight travel is involved

2. Mileage Log: For private vehicle use claims, included when employee uses personal vehicle for business purposes

3. Foreign Currency Conversion: Required when expenses are incurred in currencies other than EUR

4. Project Allocation: For allocating expenses to specific projects or clients, used in project-based organizations

5. Corporate Credit Card Reconciliation: For employees who have company credit cards to reconcile card statements with expenses

What schedules should be included in a Employee Reimbursement Form?

1. Receipt Attachments: Numbered list of all attached receipts and supporting documents

2. Company Expense Policy: Reference to or summary of relevant company expense policies

3. Mileage Calculation Sheet: Detailed calculation of mileage claims with routes and distances

4. Per Diem Rate Sheet: Current applicable per diem rates for different locations

5. VAT Documentation: Special form for VAT reclaim purposes where applicable

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Alex Denne

Head of Growth (Open Source Law) @ ��Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents

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Full And Final Settlement Letter From HR To Employee

A German law-compliant HR letter documenting the final settlement of all claims and obligations between employer and employee upon employment termination.

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Generate a Bespoke Document

Download a Standard Employee Reimbursement Form

Review your own Employee Reimbursement Form

What is a Employee Reimbursement Form?

What sections should be included in a Employee Reimbursement Form?

What sections are optional to include in a Employee Reimbursement Form?

What schedules should be included in a Employee Reimbursement Form?

Authors

Alex Denne

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