Expense Approval Form

About this template

When to use it

[Accounting Form No. 3] Expense Approval Form — a single-claim form, two pages, headed “Expense approval ACC-03 · kept with the evidence for 5 years” and subtitled “( Submit to the Accounting Team after approval )”. Sections run Ⅰ to Ⅶ, followed by a block the requester must not touch. Note the split of duties printed on the page: “Shaded boxes are completed by the Accounting Team. Requesters leave them blank.”

Filling order

1. The two tables at the top belong to Accounting and to the approval chain — Request No. / Request date / Payment due / Requesting dept., then Drafted / Dept. head / Accounting review / Payment approved. Leave the first row empty unless told otherwise.
2. Ⅰ. Requester — department, title and name, phone and extension, budget account, approval date.
3. Ⅱ. Type of spending — four tick rows: type (goods / services / general expenses / other), evidence (tax invoice / card slip / cash receipt / simplified receipt), payment method (bank transfer / corporate card / cash / offset), budget type (budgeted / contingency / carried over).
4. Ⅲ. Details of the spending — three writing rows: purpose and reason, items and amounts, payee and method of payment. Run out of room and the note underneath sends you to a separate sheet, with the count recorded.
5. Ⅳ. Breakdown of the amount payable — see below.
6. Ⅴ. Monthly budget execution — month, budget, spend, utilization (%) and balance, with rows for Jun through Sep.
7. Ⅵ. Supporting document checklist — six named documents, each with Attached / N/A, a sheet count and a checker.
8. Ⅶ. Requester’s declarations — three ticks, the date line, your signature, and four sign boxes: Requester, Budget officer, Accounting officer, Cashier.

Section Ⅳ is the only arithmetic

Four rows — Supply value KRW 1,690,000, VAT KRW 169,000, Total payable KRW 1,859,000, Payment due 2026-08-25 — each with a basis of estimate, a check date and a check box. VAT is 10% of the supply value and the total is the sum, so the sample adds up exactly. Nothing calculates itself: change the supply value and both the VAT and the total are redone by hand, and the payment due date has to match the header table. A form where those two dates disagree comes straight back.

The six documents in Ⅵ

Tax invoice, card slip, transaction statement, quotation, copy of contract, copy of bankbook. Only some count as qualifying evidence for tax purposes — a simplified receipt above the threshold will be queried, and the bankbook copy proves the payee account, not the spend. Tick N/A rather than leaving a row blank: a blank reads as an omission, a ticked N/A as a decision. Where a document is missing, agree a date to supply it before the form goes up.

The three declarations

Section Ⅶ has you confirm that the amount and payee match the actual transaction, that you hold the original evidence and will produce it on request, and that no personal spending is mixed in. Those sentences are what make the form worth signing, and they are why the footer requires Arabic numerals and a correction seal wherever you have written over something. The header note sets the retention: five years, filed with the evidence.

The block you do not fill in

Below your signature sits “The section below is completed by the Accounting Team — requesters must not fill it in”, with voucher number and posting date, review comments, and the outcome Pay / Revise / Reject. The closing note commits Accounting to a reply within 7 business days of the approval date. Complete those cells yourself and the form comes back before anyone reads the substance.

Common mistakes

• Entering a gross amount in the supply value row, so the VAT is charged twice over.
• Naming a budget account in Ⅰ that section Ⅴ then shows already over-spent.
• Leaving Ⅵ half-ticked, which stalls the claim at the accounting review step.
• Approval routing usually depends on the amount. Check which chain your total falls into before you send it.