What is a common mileage allowance?

Many organisations use the tax-free mileage rate as a guide (pre-filled in the form, editable per trip). Check the current amount and your own rules — it can change per year.

Who approves an expense claim?

Under the four-eyes principle, someone other than the claimant approves it. The form has a separate approval block the audit committee can easily verify later.

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Expense claim form — free Excel (volunteers)

100% freeNo email requiredUpdated for 2026

Last updated: 28 July 2026 · Version 2026.1

In short

What must an expense claim form contain?

The claimant’s name and IBAN, per expense the date, description, category and amount (with receipt or invoice), and a signature for approval. Car trips get a mileage allowance. This form has all of that.

A clean expense claim form makes reimbursing volunteers and board members simple and verifiable. This free Excel template has everything in one overview.

Costs with receipt, a separate mileage section that calculates automatically, and an approval block following the four-eyes principle — so the audit committee has nothing to reconstruct later.

Downloads

The files are in Dutch — they follow the Dutch rules for associations and foundations.

What's inside?

Header details: name, role and IBAN of the claimant
Expense table with date, description, category, amount and VAT
Mileage allowance with automatic calculation (km × rate)
Automatic total to be claimed
Approval block following the four-eyes principle

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Use & attribution

This template is free. You may use, adapt and pass it on — including outside your own organisation. Publishing it on your website or in a newsletter for your members? Link to this page instead of copying the file; that way everyone automatically gets the latest version.

Ready-made link

<a href="https://aqlemy.com/en/templates/declaratieformulier">Expense claim form — free Excel (volunteers) — Aqlemy</a>