Travel Expenses

Expense claims submitted after a business trip should be straightforward to process. In practice, they rarely are. Employees submit incomplete forms. Amounts are entered without supporting receipts. Claims arrive without context about the purpose of each expense. And when a supervisor needs to approve, the process reverts to email — undocumented, unstructured, and difficult to audit.

The Travel Expenses template for SharePoint, built with Infowise Ultimate Forms, provides a structured reimbursement form that pre-populates the employee's profile information automatically, guides them through itemized expense entry, captures supporting documentation, and routes the completed claim to their supervisor for review, comment, and electronic sign-off — all within a single SharePoint record.

How it works

Automatic employee profile population

When an employee opens the form, their profile information is automatically populated from their SharePoint user account — email address, phone number, job title, and department. The employee does not need to enter this information manually, ensuring that every claim is correctly attributed without the risk of errors or omissions in the submitter's details.

Itemized expense entry with automatic totalling

The core of the form is a repeating line item table where employees enter each individual expense incurred during the trip. Each line captures the date, the expense category, the purpose or description, and the amount. As line items are entered, the total is calculated and summed automatically — no manual arithmetic required. The structured format ensures that every claim presents the same level of detail, making it straightforward for supervisors and finance teams to review and assess each item.

Receipt and document attachments

The form includes a file upload section where employees can attach supporting documents — receipts, invoices, boarding passes, or any other documentation required to substantiate the expenses claimed. Attachments are stored directly within the SharePoint record, keeping supporting evidence alongside the claim rather than in a separate email or shared drive location.

Employee electronic signature

Before submission, the employee signs the form electronically using the built-in Ultimate Forms signature column. This signature confirms the accuracy of the information submitted and the authenticity of the claim, creating a documented record of the employee's acknowledgement that the expenses are correctly reported.

Supervisor approval, comments, and electronic signature

Once the employee submits their claim, the supervisor reviews the full itemized record — including all line items, totals, and attached receipts — directly within the same SharePoint form. The supervisor can add comments explaining their decision, approve or reject the claim, and sign electronically using the same signature capability available to the employee. The supervisor's signature, along with their comments and decision, is stored as part of the same record — creating a complete, two-party endorsed claim document without any paper-based process.

What you get

• Automatic population of the employee's email, phone, job title, and department from their SharePoint user profile
• A repeating line item expense table capturing date, category, purpose, and amount per expense, with automatic totalling
• File upload capability for receipts, invoices, and supporting documentation stored within the SharePoint record
• Employee electronic signature confirming the accuracy and authenticity of the claim
• Supervisor review section with comments, approval decision, and electronic signature — all within the same form
• Every claim stored as a complete, structured, auditable record in a standard SharePoint list
• Configurable expense categories, columns, and layout to match your organization's reimbursement requirements
• Free for all Ultimate Forms customers, installed automatically with a single click
  

Built on standard SharePoint lists

The Travel Expenses system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All expense claim records, attachments, and signatures stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.