Streamline Your Nonprofit Reimbursement Process with Our Customizable Form Template

Managing reimbursements doesn’t have to be stressful or time-consuming. With our free nonprofit reimbursement form template, your team can easily record, approve, and track expenses while staying organized and compliant.

This customizable template is built specifically for nonprofit organizations, helping you maintain financial transparency and consistency across all departments. Whether your team is submitting mileage, event expenses, or program costs, a structured reimbursement process ensures every dollar is properly documented — and every receipt accounted for.

Why a Clear Reimbursement Process Matters for Nonprofits

Nonprofits often rely on multiple staff members, volunteers, and project leads who spend out of pocket for supplies or travel. Without a defined reimbursement process for nonprofits, it’s easy for receipts to get lost, payments delayed, or funds misclassified.

A consistent reimbursement system:

• Ensures compliance with donor and grant requirements

• Reduces the risk of accounting errors

• Speeds up approvals and payments

• Simplifies year-end financial reporting

When reimbursements are handled consistently, your organization builds trust with staff, funders, and auditors alike.

How to Use the Nonprofit Reimbursement Form Template (Step-by-Step)

Our nonprofit reimbursement form template is designed for ease and accuracy. You can open it in Excel or Google Sheets and tailor it to fit your internal approval process.

Step 1 – Customize the Template for Your Organization’s Needs

Start by adding your organization’s logo, expense categories, and approval structure. Include fields for the employee’s name, date, expense description, and payment method.Consistency is key — using a standard template ensures reimbursements follow the same structure every time.

Step 2 – Track and Record Expenses in QuickBooks for Nonprofits

Once approved, reimbursements can be logged directly into QuickBooks for nonprofits.QuickBooks allows you to:

• Record reimbursements under the correct expense category

• Track restricted vs. unrestricted funds

• Generate monthly reports by program or project

By syncing your reimbursement data with QuickBooks, you’ll keep your books accurate and audit-ready all year long.

Step 3 – Review and Approve with Your Outsourced Bookkeeping Partner

If your organization works with outsourced bookkeeping for nonprofits, share your completed reimbursement forms for final review before processing.Your bookkeeping team can double-check coding, flag inconsistencies, and ensure all transactions align with your nonprofit’s chart of accounts.

This collaboration not only saves time but also prevents errors during 990 preparation or grant reporting.

Benefits of Using a Standardized Reimbursement Process

Implementing a structured reimbursement workflow delivers measurable benefits:

• Improved accuracy: Every transaction is clearly documented and traceable.

• Faster processing: Approvals happen in one consistent format.

• Better transparency: Staff can see the status of their requests.

• Audit readiness: All supporting documents are organized and easy to locate.

With the right template and bookkeeping system, you’ll spend less time chasing receipts and more time focusing on your mission.

Download the Free Nonprofit Reimbursement Template (Excel & Google Sheets)

You can download our free reimbursement template for nonprofits and start simplifying your expense tracking today.Use it for travel, supplies, events, or program reimbursements — it’s easy to adapt for any team size or department.

Please, go ahead and download it and customize it to fit your needs.

Download Form

Ready to simplify your nonprofit’s finances?

Schedule a free discovery call with our bookkeeping experts and see how MightyNonprofits can help you build clarity, confidence, and control in your accounting.

 Book Your Discovery Call Today

Frequently Asked Questions

Q1: Can nonprofits use QuickBooks to manage reimbursements? Yes. QuickBooks for nonprofits lets you track employee reimbursements as expenses or journal entries, keeping your financial records accurate and audit-ready.

Q2: What information should a nonprofit reimbursement form include?Include the employee’s name, date, description of expense, amount, category, and approval signature. This ensures every reimbursement is properly verified and traceable.

Q3: How does outsourced bookkeeping help nonprofits with reimbursements?Working with outsourced bookkeeping professionals ensures reimbursements are recorded correctly, categorized under the right accounts, and aligned with grant and donor reporting requirements.

Q4: Is there a free reimbursement form template for nonprofits?Yes — MightyNonprofits offers a free downloadable reimbursement form template in Excel and Google Sheets. You can customize it to fit your organization’s internal process.