Details and free model letter for reimbursement of your professional expenses. All of them spend on missions that are yours. For the needs and activities of your business are his responsibility. Labor law provides, whether on presentation of supporting documents or in the form of flat-rate allowances, that you will be reimbursed for the sums you have advanced. However, the treatment procedure can sometimes become painful and time consuming. It is therefore up to you to organize yourself and make sure you get your money back. It is unlikely that others will worry about it for you.

What are the different types of business expenses?

From time to time, you may be subject to business expenses in the course of your work. These are the necessary expenses that you must advance during the performance of your duties and which are related to the performance of your activity. Most of these expense reports are the responsibility of the company.

The so-called professional expenses can take different aspects, the most important of which are:

  • Transportation costs: when traveling by plane, train, bus or taxi for a mission or to go to a professional meeting;
  • Mileage costs: if the employee uses his own vehicle for a business trip (calculated by a mileage scale or hotel nights);
  • Catering costs: for business lunches;
  • Professional mobility costs: linked to the change of position which leads to a change in the place of residence.

There is also :

  • Documentation costs,
  • Dressing costs,
  • Accommodation costs
  • Teleworking costs,
  • The costs of using ICT tools (new information and communication technologies),

How is the reimbursement of professional expenses carried out?

Whatever the nature of the expenses incurred, the terms and conditions for reimbursement of expenses can take two forms. Either they are provided for in the employment contract, or they are part of a practice in the company.

Payment can be made by direct reimbursement of actual costs, that is to say all of the payments incurred. These concern the costs of teleworking, the use of ICT tools, professional mobility, or the costs incurred by employees posted abroad. As such, the employee transfers his various expense reports to his employer. Making sure to keep them for at least three years.

It is also possible that you will be paid an occasional or periodic flat-rate indemnity. This method is adopted for recurring costs, for example, for a commercial agent. In this case, the latter is not obliged to justify his expenses. Ceilings are set by the tax administration and vary according to the nature of the costs (meals, transport, temporary accommodation, removal, mileage allowances). However, if the limits are exceeded, the employer may require your supporting documents. It should be noted that company directors are not entitled to this fixed allowance.

The process for claiming reimbursement of professional expenses

As a general rule, your professional expenses will be reimbursed after the supporting documents have been submitted to the accounting department or to the human resources manager. The balance will normally appear on your next pay slip and the amount will be transferred to your account.

You have 3 years at your disposal to provide proof of your professional expenses and thus be reimbursed. Beyond this period, your boss is no longer obliged to pay them. If by mistake or by forgetting or whatever the reason we do not return your money. It is really best to intervene quickly by sending a letter requesting reimbursement to your company.

To help you, here are two sample letters to make your request. Either way. Above all, be sure to attach the original supporting documents and keep copies for yourself.

Example of a letter for a normal request for reimbursement of professional expenses

 

Last name First name employee
Address
ZIP code

Company… (Company name)
Address
ZIP code

                                                                                                                                                                                                                      (City), on… (Date),

Subject: Request for reimbursement of professional expenses

(Sir), (Madam),

Following the expenses incurred during my last missions. And now wishing to benefit from the reimbursement of my professional expenses. I am sending you hereby the complete list of my payments in accordance with the procedure.

So I made a trip from _____ (place of departure) to _____ (place of destination of business trip) from ________ to _____ (date of trip) to attend several important conferences for the development of our company. I took a plane there and back during my trip and made several taxi rides.

To these expenses are added my hotel accommodation and meal expenses. Supporting documents attesting to all of my contributions are attached to this application.

Pending a favorable response from you, I ask you to receive, Sir, my respectful greetings.

 

                                                                        Signature

 

Example of a letter requesting reimbursement of professional expenses in the event of refusal by the employer

 

Last name First name employee
Address
ZIP code

Company… (Company name)
Address
ZIP code

                                                                                                                                                                                                                      (City), on… (Date),

 

Subject: Claim for reimbursement of professional expenses

 

Mr. Director,

In the course of my duties, I had to make several business trips abroad. As a [function] employee, I went to [destination] for 4 days for specific assignments related to my position.

With permission from my line manager, I traveled in my own vehicle. I have traveled a total of [number] kilometres. To this must be added the cost of meals and several nights in the hotel, for a total amount of [amount] euros.

The law stipulates that these professional expenses must be borne by the company. However, despite the fact that all the necessary supporting documents were given to the accounting department upon my return, I still have not received the related payment to date.

This is the reason why I ask you to intervene so that I can be reimbursed as soon as possible. You will find attached a copy of all the invoices which justify my request.

While thanking you in advance for your help, I ask you to believe, Mr. Director, the assurance of my highest consideration.

 

                                                                       Signature

 

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