Building an expense reimbursement form in WPS Spreadsheet is a practical way to streamline the process of tracking and approving employee expenses.

Whether you oversee a handful of employees or administer budgets for a multi-department company a well-designed form ensures accuracy, efficiency, and transparency.

Begin with WPS Spreadsheet and initiate a fresh, empty spreadsheet.

Place a prominent header at the top of Row 1 featuring your business name, the form’s title—like "Expense Reimbursement Request"—and the submission date.

This enables fast recognition of the form and lends it a polished, corporate appearance.

Break the form down into intuitive, purpose-driven areas.

Begin by gathering essential employee data.

Create columns labeled Employee Name, Employee ID, Department, and Date of Submission.

Make sure each column header is unambiguous, guiding users precisely on required inputs.

Use merged cells for labels if needed to make the layout cleaner and more readable.

The second section is for expense details.

Create rows for each type of expense, allowing multiple entries per form.

Label the columns as Date of Expense, Category, Description, Amount, Currency, and Receipt Attached.

Populate the Category dropdown with common options: Business Travel, Food & Beverage, Hotel, Equipment, or Other.

Create a dropdown by selecting the Category range, visiting the Data tab, enabling Data Validation, setting the source type to List, and typing your options with comma delimiters.

This minimizes errors and standardizes reporting.

Apply currency formatting to the Amount field so values appear uniformly and compute reliably.

Use the SUM function to automatically calculate the total reimbursement amount.

As an illustration, place =SUM(E8:E15) in the cell immediately after the last listed expense amount in column E.

This sum dynamically recalculates whenever additional rows are added to the expense list.

Create a compartment for authorization and sign-off details.

Digital Signature, Approval Timestamp, Finance Rep, Finance Signature, and Payment Date.

You can leave these as blank lines for physical signatures or use digital signature tools available in WPS Office if your organization supports them.

You may insert a Yes.

Boost legibility with bolded column titles, defined cell boundaries, and light color shading on alternate rows.

Enable Freeze Panes so column titles remain visible while navigating down large datasets.

To activate this feature, highlight the row immediately beneath your headers, then navigate to View > Freeze Panes.

Prior to deployment, validate the form by inputting test entries to confirm formulas, lists, and styles function as intended.

Store the form as a reusable template via File > Save As > Template.

This allows you to reuse the form repeatedly without recreating it each time.

Finally, share the template with employees through your internal network or email, and provide brief instructions on how to complete it properly.

Adopting this method results in a polished, reliable, and expandable reimbursement system that cuts down on mistakes, strengthens financial oversight, and enhances the experience for both employees and administrators