Creating an expense reimbursement form in WPS Spreadsheet helps simplify how teams manage and authorize staff costs.
Whether your business is startup-sized or enterprise-scale a well-designed form ensures accuracy, efficiency, and transparency.
Start by opening WPS Spreadsheet and creating a new blank workbook.
Set up a professional header in the first row containing your organization’s name, the document title (e.g., Expense Reimbursement Request), and the date filed.
This ensures immediate clarity and elevates the form’s perceived credibility.
Structure the form into clearly defined segments.
The first section should capture employee information.
Designate columns for Employee Name, Staff ID, Team.
Ensure these fields are clearly labeled so users know exactly what information to enter.
Where appropriate, combine cells to produce a more organized and visually appealing structure.
The next portion focuses on recording individual expenses.
Create rows for each type of expense, allowing multiple entries per form.
Header the columns as: Expense Date, Category, Description, Amount, Currency, and Receipt Provided.
The Category column could include dropdown options such as Travel, Meals, Accommodation, Supplies, or Other.
To implement a dropdown menu, highlight the Category cells, navigate to the Data menu, click Data Validation, choose "List," and input your choices using commas as separators.
This enhances data consistency and simplifies future analysis.
For the Amount column, format the cells as currency to ensure consistent display and accurate calculations.
Use the SUM function to automatically calculate the total reimbursement amount.
As an illustration, place =SUM(E8:E15) in the cell immediately after the last listed expense amount in column E.
The calculated total adjusts in real time whenever a new expense is inserted.
Create a compartment for authorization and sign-off details.
Add rows for Manager Name, Manager Signature, Date Approved, Finance Officer Name, Finance Officer Signature, and Date Processed.
You can leave these as blank lines for physical signatures or use digital signature tools available in WPS Office if your organization supports them.
You may insert a Yes.
To enhance usability, apply basic formatting such as bold headers, borders around cells, and alternating row colors for better readability.
Enable Freeze Panes so column titles remain visible while navigating down large datasets.
To activate this feature, highlight the row immediately beneath your headers, then navigate to View > Freeze Panes.
Before finalizing, test the form by entering sample data to ensure all formulas, dropdowns, and formatting work correctly.
Store the form as a reusable template via File > Save As > Template.
This eliminates the need to rebuild the form for every new reimbursement cycle.
Distribute the template via your company’s intranet or email, along with simple guidelines for accurate completion.
By following these steps, you create a professional, functional, and scalable expense reimbursement form that reduces manual errors, improves accountability, and makes the reimbursement process smoother for everyone involved