When settling expenses after a business trip, it's important not just to find a Word file to fill out, but also to... Select the correct document according to the status of the funds.. If the employee has already spent the money and has not received an advance payment, the business can refer to Form 05-TT according to the accounting system currently in effect. If the employee has received an advance payment and is settling accounts after the trip, it is necessary to distinguish this from Form 04-TT – Advance Payment Receipt.
Download the latest 2026 travel expense reimbursement request form.
Bizzi prepared four files corresponding to different needs. The legal form was separated according to accounting regulations; the internal form and Excel spreadsheet were clearly marked as management tools, not mandatory forms from the Ministry of Finance.
What is a business trip payment request?
“"Request for reimbursement of business expenses" is commonly the term businesses use for the reimbursement request form used for expenses incurred during a business trip. For businesses covered by Circular 99/2025/TT-BTC, Form 05-TT is Payment request form within the group of monetary documents and Circular 99 takes effect from January 1, 2026.
Form 05-TT only records essential information such as the requester, department, payment details, amount, accompanying document number, and signature locations. When a trip involves multiple expenses such as airfare, hotel, taxi, toll fees, or other costs, businesses can use an additional detailed breakdown to facilitate verification by the approver and accountant.
Payment request form Do not replace yourself. Invoices, receipts, travel approvals, or other documents required by the business in accordance with regulations and actual transactions.
Reference source: Circular 99/2025/TT-BTC published in the Government Gazette..
Should I use Form 05-TT or Form 04-TT when returning from a business trip?
The most common misconception is using Form 05-TT to handle advance payments. In reality, Forms 03-TT, 04-TT, and 05-TT serve different stages of the cash flow.
Need money before going/spending
Advance payment request form.
Advance payment received, now final settlement.
Advance payment receipt.
The expenses were covered by the owner; no advance payment has been received.
Payment request form.
| Status of the funds | Documents to be reviewed | For example |
|---|---|---|
| I haven't gone on a business trip yet and need the company to provide the funds in advance. | 03-TT – Request for Advance Payment | I would like an advance of 5 million VND before the business trip. |
| Advance payment has been received and final settlement is underway after the trip. | 04-TT – Advance Payment Receipt | Received 5 million, spent 4.6 million, and the difference needs to be resolved. |
| Without receiving an advance, the employee spent the money himself and now needs the company to reimburse him. | 05-TT – Payment Request Form | The employees paid for their own hotels and taxis, then submitted the payment request documents. |
| Businesses need more management information. | Internal template + Excel spreadsheet | Track trip codes, projects, payment sources, documents, and discrepancies. |
If you need a more in-depth understanding of the entire process from advance payment request to final settlement, see the guide on Advances and advance payments.
How does Form 05-TT under Circular 99 differ from that under Circular 133?
You shouldn't choose a template based solely on the year in the file name. First, you need to determine... What accounting system is the business currently using?.
Form 05-TT according to Circular 99/2025/TT-BTC
For businesses falling under the scope of Circular 99, Form 05-TT is a sample Payment Request Form for businesses to refer to and apply. The form includes the unit, date of creation, recipient of the request, full name of the requester, department, payment details, amount in numbers and words, number of original supporting documents, and signature/confirmation spaces.
Circular 99 also allows businesses to develop or design document forms that suit their operational characteristics and management requirements, provided they meet legal requirements and relevant internal regulations/documents.
Download Word Template 05-TT according to Circular 99
Form 05-TT according to Circular 133/2016/TT-BTC
Circular 133 provides guidance on the accounting regime for small and medium-sized enterprises. If a business is currently applying the accounting regime according to Circular 133, it should use the corresponding template instead of automatically switching to the Circular 99 file just because the current year is 2026.
Download Word Template 05-TT according to Circular 133
You can check the validity status and revision history at National database of legal documents.
If you are looking for payment request templates for expenses other than business travel, such as purchases, services, or internal payments, see the separate set. Payment request form 2026.
How to fill out a travel expense reimbursement request form
Regarding travel expenses, the purpose of the request form is to help the approver and accountant quickly determine the amount. Who is making the offer, what trip is it, how much is required, and where are the details located?.
1. Write the correct unit and person making the request.
Fill in the company name, the employee's full name, and the department responsible for the business trip. If the company manages expenses by project or expense center, this information can be added to an internal form or Excel spreadsheet.
2. Clearly describe the payment details.
It's not enough to just write "Repayment of travel expenses." You can be more specific: “"Request for reimbursement of expenses for the business trip to Hanoi from September 3rd, 2026 to September 5th, 2026, including accommodation, transportation, and other expenses as listed in the attached statement."”
3. Determine the correct amount to be paid.
The amount on the Payment Request Form should be The actual amount the business is requesting to pay the requester., not by default equal to the entire cost of the trip.
- Total cost of the business trip: 6,800,000 VND.
- The airline ticket was paid for directly by the company: 2,500,000 VND.
- The staff paid for their own hotel, taxi, and other expenses: 4,300,000 VND.
- The staff does not accept advances.
The amount the company is requested to reimburse its employees is 4,300,000 VND.
4. Write the amount in words and check the accompanying documents.
The amount in words must match the amount requested. If the form includes the line "attached… original documents", it must be compared with the actual records after the statement is finalized and the amounts are approved.
5. Verify that the correct person is approving the document.
Before submitting, verify the correct approval process within the company: department head, accountant, chief accountant, or authorized person for expenditure approval, depending on the applicable procedure.
Excel Business Trip Expense Payment Statement Template
A payment request form is suitable for recording the total amount requested. For a business trip with multiple expenses, an Excel spreadsheet helps accountants see the details of each transaction, the source of payment, and avoids duplicating amounts already paid directly by the company.
The file has 3 tabs:
- Statement: Enter trip information, advance payment, individual expense details, and payment source.
- Instruct: Explain how to use the file and how to read the settlement difference.
- Category: It contains lists used for selection boxes such as expense type, payment method, and payment source.
How does an Excel file automatically calculate the settlement difference?
Total cost of the business trip − The amount the company paid directly. = The cost is for personal/advance payments.
The cost is for personal/advance payments. − Advance payment received = Settlement difference
- Positive number: the business still has to pay more.
- Negative amount: the employee still needs to return the money.
- Equal to 0: the amount has balanced.
Note: The Excel spreadsheet supports calculations and management. If an employee has received an advance payment, the settlement document still needs to be processed according to the appropriate advance payment procedures; the statement should not be used as a substitute for Form 04-TT.
What documents are required for travel expense reimbursement?
There isn't one single, identical set of expense documents for every business and every business trip. The actual list depends on the travel expense regulations, internal approval process, type of expense, payment method, accounting system, and actual supporting documents.
| File group | Documents that often need checking |
|---|---|
| Based on the business trip | Propose/decide/approve work, schedules, or related documents if required by business procedures. |
| Payment slip | Form 05-TT if no advance payment has been received; Form 04-TT if the advance payment is being processed. |
| Statement | A detailed list of expenses incurred during the trip. |
| Travel | Tickets, booking confirmations, payment receipts, and itinerary confirmation documents, if any. |
| Accommodation | Invoices/receipts for accommodation and booking documents are available for verification. |
| Other costs | Documentation and approvals are required according to the company's business travel expense policy. |
| Pay | Proof of employee-funded expenses, direct company payments, or advances is required for verification. |
Distinguish between payment request forms, expense statements, and related documents.
A file may require multiple documents because each document addresses a different task. One file should not be used to replace the entire file.
| Document | Main task | Is there a replacement for 05-TT? |
|---|---|---|
| 03-TT – Request for Advance Payment | Ask for permission to pay before making any expenditure. | Are not. |
| 04-TT – Advance Payment Receipt | Settlement of the advance payment. | Are not. |
| 05-TT – Payment Request Form | Please pay the outstanding amount that has not yet been paid. | It serves as the primary document in appropriate situations. |
| Excel expense report | List each item in detail and calculate the total/difference. | Are not. |
| Internal expense report template | Gather additional information for administrative and approval purposes. | Accounting documents are not automatically substituted. |
| Expense invoices/receipts | Provide proof of the corresponding transaction/expense. | Are not. |
When is the internal travel expense reimbursement request form used?
Form 05-TT has a relatively short structure. In practice, businesses may need additional information to approve and verify business trips, such as the destination, duration, direct company payment amount, advance payment, receiving account, and a checklist of required documents.
Internal templates can serve as a layer of administrative information or supporting documentation. Businesses still need to determine the accounting documents that are appropriate for their current accounting system.
Download the Internal Business Trip Expense Payment Request Form
Business trip payment process
A clear process helps reduce the amount of paperwork being sent back and forth between staff, managers, and accountants.
- Determine the business trip and the funding source. Check if the trip has been approved, what direct payments the company has made, and whether the employee received an advance payment.
- Compile each expense item. Enter the incurred expenses into the statement and identify the source of payment to avoid double payments.
- Please check the attached documents. Compare each line item with the corresponding invoice, receipt, or document.
- Choose the correct document. Advance payment not yet received → see 05-TT; advance payment already received → see 04-TT; additional administrative fields needed → use internal form/supporting statement.
- Approval process. Managers and accountants verify the purpose, limits, amounts, documentation, payment sources, and authority.
- Pay or recover the difference. Handle outstanding payments from the business or employee advances that need to be reimbursed.
- Record and cross-check documents. Store documents, approvals, statements, and payment information in a way that allows them to be retrieved when needed.
7 common mistakes when claiming business travel expenses.
If the employee has already received the money, the transaction for the advance payment needs to be clearly defined instead of using the default 05-TT form.
For businesses falling under the scope of Circular 99, it is necessary to refer to Form 05-TT according to Circular 99 from 2026 onwards, instead of using the old Circular 200 file by default.
Airline tickets or services paid for using a company account should not be added to employee refunds.
Finalize the adjusted and approved statement before writing the final amount on the request form.
With many transactions, using a statement to separate each item makes it easier for accountants to check.
The Excel spreadsheet provided by Bizzi is an internal management tool, not a mandatory form from the Ministry of Finance.
The payment request form is only one part of the payment process; the relevant documents and supporting evidence still need to be verified against the actual transaction.
Frequently Asked Questions about the Business Trip Reimbursement Form
Is Form 05-TT under Circular 200 still the latest version as of 2026?
For businesses falling under the scope of Circular 99, it is not advisable to continue referring to Form 05-TT under Circular 200 as the "latest form of 2026". Circular 99/2025/TT-BTC takes effect from January 1, 2026, and has a corresponding Form 05-TT.
Are businesses required to use the exact layout of Form 05-TT as per Circular 99?
Circular 99 allows businesses to develop or design accounting document forms that suit their operational characteristics and management requirements, but the design/modification must comply with legal requirements and relevant internal regulations/documents.
Is the Excel spreadsheet for travel expense reimbursement the standard template used by the Ministry of Finance?
No. The Excel file provided by Bizzi is an internal management template for listing expenses, payment sources, and calculating settlement differences.
What should I do if I've received an advance payment but the actual expenses exceed the amount advanced?
The statement may calculate the difference that the business needs to pay additionally, but since an advance payment has already been made, the documentation should be processed according to the advance payment settlement procedure and reconciled with Circular 04-TT instead of using Circular 05-TT as the primary document.
If the company paid for the plane tickets, and the employee only paid for the hotel, how should this be recorded?
Both items can be included in the statement to reflect the total trip cost, but mark the airline ticket as "Company Card/Account" and the hotel as "Self-funded" if the employee used personal funds. The amount requested for reimbursement to the employee only reflects the portion the company still owes the employee.
When Word and Excel files are no longer sufficient for managing travel expenses.
Word and Excel files are suitable when the number of business trips is small, the process is simple, and accounting can be managed manually. Difficulties arise when multiple departments submit requests, each department has different budget limits, documents go through multiple levels of approval, there are advances/reimbursements, and supporting documents are scattered across various channels.
Bizzi Travel & Expense It supports the digitalization of the workflow from proposal creation, advance payments, ticket booking, document collection/verification to reconciliation and payment, while linking spending policies and budgets according to the scope of implementation.
