# Event staff expense claim — editable form

Copy this form for one claimant and one event. Replace bracketed fields. Use your organization's approved expense policy and local finance rules. This is a record of a claim, not approval to spend or a tax determination.

**Event and edition:** [name / date]  
**Claim ID:** [stable reference]  
**Claimant and role:** [name / staff, contractor or volunteer role]  
**Contact for claim status:** [approved work contact]  
**Budget or project reference:** [reference]  
**Submitted:** [date and time zone]  
**Approved policy/version:** [reference]

## Itemized costs already paid by the claimant

| Line | Date | Item and event purpose | Category | Currency | Amount | Receipt or evidence reference | Prior approval reference, if required |
| --- | --- | --- | --- | --- | ---: | --- | --- |
| 1 | [date] | [description and purpose] | [category] | [code] | [0.00] | [secure file reference] | [reference / not required] |
| 2 | [date] | [description and purpose] | [category] | [code] | [0.00] | [secure file reference] | [reference / not required] |

**Total requested by currency:** [amount and currency for each currency; do not combine currencies without an approved conversion method]  
**Advance or direct payment already received:** [amount, currency and reference / none]  
**Net amount requested by currency:** [calculation and reference]  
**Missing receipt or policy exception:** [item, reason and requested decision / none]

## Review and payment record

| Review step | Name and date | Decision or reference |
| --- | --- | --- |
| Manager or event owner confirms event purpose | [name / date] | [approved / returned / declined; notes] |
| Finance checks evidence, duplicates, advance and policy | [name / date] | [approved amount and currency / exception decision] |
| Claimant is told the decision | [name / date] | [message reference] |
| Payment is recorded in the restricted finance system | [name / date] | [payment reference and status; no bank details here] |

Keep receipts and payment details in an access-controlled finance location. Do not paste card numbers, bank account numbers, medical information or unnecessary personal details into a broadly shared claim sheet. Record a correction as a new dated note instead of silently overwriting the decision.