How to Fill out a General Expense Reimbursement Form
Marvin Alcantara
31 steps
4 minutes
Google Docs
Dmvicc
1
Navigate to [https://dmvicc.org/resources/](https://dmvicc.org/resources/)
2
Click "Instructions"
3
Click "General Expense Reimbursement Form"
4
Click "Make a copy"
5
Click here.
6
Fill out personal information using proper capitalization. First Last (not "first last", not "First last"). Addresses should also have proper capitalization (123 Main St // not "123 main st", not "123 main St").
Must use proper capitalization!
7
Click the dropdown menu.
8
Click your region.
9
10
Enter TODAY's date (the date that you are filling out the form). Please do not enter a previous date or a future date.
11
Enter your expenses (one expense per line).
12
Use any date format. The spreadsheet will automatically change the format to the appropriate format.
We cannot accept any reimbursement requests for expenses older than 30 days. Please plan accordingly.
13
Description of expense is the same as choosing a "category". Use one or two words to describe the expense type.
14
Enter the amount of expense as displayed on the receipt (including taxes if they apply).
15
Enter the Vendor Name. Examples: Amazon, Walmart, Target, McDonald's, etc.
16
Enter event description. What is the purpose of your expense? Examples: Kids Kingdom, Shepherding Meeting, Staff Mtg Refreshments, Audio/Visual, Office Supplies, Contribution Supplies, Communion Supplies, etc.
17
Enter event attendees. These are witnesses of your expense's purpose. Enter the people who benefited or were present at the time of your transaction.
Must use proper capitalization!
18
Enter any advance payment received for this expense (if applicable).
If you had a spending limit and went over, do not use the "Less Advance Received" space to enter your limit. Leave it blank.
19
Click "OK" to accept the value entered in the "Less Advance Received" space.
20
Add your signature. Please use an image of your signature. If this is not possible, you may enter your name as typed text.
If you are typing your name, please use proper capitalization.
21
Add a new sheet using the + button at the bottom left of the screen.
22
Select cell A1.
23
Insert the image of your receipt via Insert > Image > Insert image over cells. You can also copy-paste the image and it will automatically do this.
24
Resize the image so that the text on the receipt is fully legible.
Repeat Steps 21-24 for each receipt you are submitting.
25
Rename your spreadsheet to use the following format: YYYYMMDD-Reimbursement-First_Last Example: 20230504-Reimbursement-Marvin_Alcantara
26
Click "File"
27
Then click Download > PDF (.pdf)
28
Click "Current sheet"
29
Click "Workbook"
This changes your PDF to all pages in the file.
30
Select the "Portrait" option.
31
Click "EXPORT"
How to Fill out a General Expense Reimbursement Form
Marvin Alcantara
31 steps
4 minutes
Google Docs
Dmvicc
1
Navigate to [https://dmvicc.org/resources/](https://dmvicc.org/resources/)
2
Click "Instructions"
3
Click "General Expense Reimbursement Form"
4
Click "Make a copy"
5
Click here.
6
Fill out personal information using proper capitalization. First Last (not "first last", not "First last"). Addresses should also have proper capitalization (123 Main St // not "123 main st", not "123 main St").
Must use proper capitalization!
7
Click the dropdown menu.
8
Click your region.
9
10
Enter TODAY's date (the date that you are filling out the form). Please do not enter a previous date or a future date.
11
Enter your expenses (one expense per line).
12
Use any date format. The spreadsheet will automatically change the format to the appropriate format.
We cannot accept any reimbursement requests for expenses older than 30 days. Please plan accordingly.
13
Description of expense is the same as choosing a "category". Use one or two words to describe the expense type.
14
Enter the amount of expense as displayed on the receipt (including taxes if they apply).
15
Enter the Vendor Name. Examples: Amazon, Walmart, Target, McDonald's, etc.
16
Enter event description. What is the purpose of your expense? Examples: Kids Kingdom, Shepherding Meeting, Staff Mtg Refreshments, Audio/Visual, Office Supplies, Contribution Supplies, Communion Supplies, etc.
17
Enter event attendees. These are witnesses of your expense's purpose. Enter the people who benefited or were present at the time of your transaction.
Must use proper capitalization!
18
Enter any advance payment received for this expense (if applicable).
If you had a spending limit and went over, do not use the "Less Advance Received" space to enter your limit. Leave it blank.
19
Click "OK" to accept the value entered in the "Less Advance Received" space.
20
Add your signature. Please use an image of your signature. If this is not possible, you may enter your name as typed text.
If you are typing your name, please use proper capitalization.
21
Add a new sheet using the + button at the bottom left of the screen.
22
Select cell A1.
23
Insert the image of your receipt via Insert > Image > Insert image over cells. You can also copy-paste the image and it will automatically do this.
24
Resize the image so that the text on the receipt is fully legible.
Repeat Steps 21-24 for each receipt you are submitting.
25
Rename your spreadsheet to use the following format: YYYYMMDD-Reimbursement-First_Last Example: 20230504-Reimbursement-Marvin_Alcantara
26
Click "File"
27
Then click Download > PDF (.pdf)
28
Click "Current sheet"
29
Click "Workbook"
This changes your PDF to all pages in the file.
30
Select the "Portrait" option.
31
Click "EXPORT"
