Expense claim template UAE for employee reimbursements

One claim per employee per month works for most teams. Each line needs its own receipt so it can be checked and coded.

• Employee name, ID, department and claim period
• For each line: date, merchant, description, business purpose, expense category
• Amount, VAT shown on the receipt, and whether a valid tax invoice is attached
• Client or project to recharge, if any
• Mileage lines: date, route, kilometres and the company rate
• Total claimed, less any advance already received
• Employee declaration and signature; manager approval; finance check

Write a one-page policy and attach it to the form. Set limits for meals and hotels, say which costs need pre-approval, and give a deadline for submitting claims, for example within 30 days of the spend. Decide how client entertainment is recorded, because it affects both VAT recovery and the corporate tax add-back.

Input VAT is recoverable only with a valid tax invoice in the company's name or a qualifying receipt from a registered supplier, and only for business use. Fuel receipts from UAE stations usually show a TRN; parking and road tolls typically do not carry VAT.

A medical devices sales executive based in Dubai claims for October.

• 3 Oct: fuel, Dubai to Al Ain hospital visit, AED 157.50 including VAT AED 7.50, tax invoice attached
• 3 Oct: parking at hospital, AED 20.00, no VAT
• 10 Oct: lunch with a procurement manager, AED 262.50 including VAT AED 12.50, recorded as client entertainment
• 17 Oct: printing of brochures, AED 367.50 including VAT AED 17.50, tax invoice attached
• Total claimed AED 807.50; less advance AED 0; due to employee AED 807.50
• Approved by sales manager on 31 October; checked by finance on 2 November

Employees snap receipts in the HelloBooks mobile app as they go. The AI agent reads each one, in Arabic or English, fills in the merchant, date, amount, TRN and VAT, and proposes the category. Lines without a valid tax invoice are posted without VAT.

Managers approve on their phones, and approved claims post to the ledger as a payable to the employee. Finance pays them with the next bank run. If you want claim categories, limits or approval rules matched to your policy, the team can configure them; email hello@hellobooks.ai.