Free Expense Report Template (Singapore)
Free Excel expense claim template for Singapore companies — 20-row claim sheet that splits the 9% GST portion out of receipts, with approval sign-offs.
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What this template is
A monthly expense claim sheet in Excel for staff (or yourself) to log out-of-pocket business spending: date, description, category, payment method, and the GST-inclusive amount. The sheet automatically splits out the GST portion using the 9/109 fraction.
Submitted-by and approved-by sign-off rows at the bottom give the claim a proper approval trail before reimbursement.
How to use it
- Fill in the employee, department and claim period at the top.
- Log each expense on its own row with the receipt amount (GST-inclusive) — the GST column computes the 9% portion automatically.
- Mark whether a receipt is attached; staple or scan receipts with the claim.
- Total rows sum automatically. Sign, get it approved, and pay the reimbursement through payroll or bank transfer.
Made for Singapore
- The GST column uses the 9/109 fraction to extract GST from GST-inclusive receipts — but input tax is only claimable on expenses with a valid (or simplified) tax invoice, and some categories are blocked.
- Input tax on certain expenses can never be claimed in Singapore — notably private car expenses, medical expenses for staff, and club subscription fees — regardless of receipts.
- Keep claims and their receipts for 5 years; reimbursed staff expenses are business records under IRAS record-keeping rules.
Frequently asked questions
Can the company claim GST on staff expense claims?
Often yes, if the expense is for business purposes and you hold a tax invoice (a simplified tax invoice is fine below S$1,000). Common blocked items where input tax can never be claimed include private car expenses, staff medical costs, and club subscriptions.
Why does the template extract GST as amount × 9/109?
Receipts show GST-inclusive prices. For a 9% rate, the GST inside an inclusive amount is the amount × 9/109 — for example a S$109 receipt contains S$9 of GST.
Are reimbursed expenses taxable for the employee?
Genuine business-expense reimbursements (with receipts) are not taxable income for the employee. Fixed allowances paid regardless of actual spending generally are taxable — a proper claim form with receipts keeps the distinction clean.
More free templates
- Free Purchase Order Template (Singapore) — supplier and delivery blocks, itemised lines with GST at 9%, and an authorisation sign-off
- Free Invoice Template (Singapore) — IRAS-compliant tax invoice layout with GST at 9%, UEN and GST registration fields, and PayNow payment details
- Free Quote Template (Singapore) — itemised pricing with GST at 9%, validity period, and a customer acceptance block
Last reviewed 3 July 2026. Tax rates and thresholds change — verify against IRAS before relying on them.