Expense claim form — free Excel (volunteers)
Last updated: 23 July 2026
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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