Employee request and approval form templates
An employee request form is the same shape whatever is being asked for: someone already on the payroll, a thing they want — a week off, a reimbursement, a purchase, a laptop, a new role — the cost or the span of time attached to it, and a decision someone else has to make. This collection gathers ten formformform templates built for that job, filed across human resources, finance, operations and booking, and compares them by what each has to ask before an approver can answer without a follow-up thread.
formformform's human resources templates cover the whole employment arc, from a job application to an exit interview. An employee request is a narrower thing inside that spread, and the ten templates here share one page rather than ten because they share a shape: a requester who already works here, a thing being asked for, a fact that sizes it, and a decision someone else has to make. The noun changes and the questions change with it — a week off, a receipt, a fortnight of receipts, a purchase, a budget line, a course, a laptop on loan, a scrapped monitor, a vacancy — but the shape holds: nine of the ten put a cost or a span of dates on the request, and seven name the approver in a field of their own. That shape does not sit in one API category, because the thing being requested is what decided where each template was filed — time off, training, tuition and a headcount requisition are human resources, a reimbursement, an expense report and a budget line are finance, a purchase and an asset disposal are operations, and the equipment checkout form sits in booking because it has a return date on it. Membership here follows the request, not the filing.
Read the fields and the templates sort themselves by what is being asked for and who signs it off. Money already spent splits in two: the Employee Reimbursement Request takes one expense — one Date of Expense, one Amount ($), one Vendor or Merchant Name — while the Expense Report Form takes a whole Expense Period at once, which is why its categories are a check-all-that-apply list (Meals & Entertainment, Travel, Accommodation, Parking & Tolls and the rest) rather than the single-choice dropdown the reimbursement form uses. Money not yet spent splits the same way: the Purchase Request Form prices one line with Quantity, Unit Price ($) and Total Cost ($), while the Budget Approval Request asks for a pot instead, sorted by a Budget Category dropdown that separates Capital Expenditure (CapEx) from Operating Expenditure (OpEx) and bracketed by a Project Start Date and Project End Date. Development money is described rather than priced — the Training Request Form's Estimated Cost is a short-text field because nothing has been quoted yet, and the Tuition Reimbursement Form's Payment Status radio lets one form serve both "Already paid — requesting reimbursement" and "Not yet paid — requesting pre-approval". A physical asset then brings a date none of the money requests have: a required Return Date on the checkout form, and on the disposal form a question about whether the thing holds data that needs secure wiping.
One constraint decides how you use every template on this page: formformform records the request, it does not route it. Seven of the ten name the approver in a field of their own — Manager Name, Manager / Approver Name, Approving Manager Name, Manager Approval Name — and every one of those is a plain text box the requester types into: submitting the form does not email that person, does not put the request into a pending state, and does not check Total Amount Requested ($) against anyone's spend limit. Approval keeps happening wherever it already happens. The practical fix is a webhook on submission into whatever your approvers already read, added after you clone, and the editor is where you add branching too: the generated templates ship every field flat and always visible, so a coverage-plan question that should only appear for long leave is a short edit rather than a missing feature.
10 templates, and when to use each
Every one is free to open, edit and publish. The line under each name is what separates it from the others here.
- Time Off Request Form
Start here for the request that has nothing to buy: a Type of Leave radio spanning Vacation / PTO, sick leave, personal day, bereavement, jury duty, parental and unpaid leave, a Start Date and End Date with Total Days Requested spelled out as a number, and — uniquely in this set — a Coverage Plan box for whoever picks up the work while you are away, left optional and placed last, so a request is never blocked on naming a stand-in.
Track PTO and leave requests with type, dates, and coverage plans.
11 questionsHuman Resources Forms - Employee Reimbursement Request
Use it for one out-of-pocket expense at a time: a single Date of Expense, a single Expense Category dropdown, a single Amount ($) and the Vendor or Merchant Name, then a Receipt Attached? radio honest enough to offer "No — receipt lost or unavailable" rather than pretending every claim arrives complete, with Approving Manager Name as the last question before submit.
Process employee expense reimbursements quickly with structured requests.
10 questionsFinance Forms - Expense Report Form
Use it when someone claims a batch rather than a receipt — its Expense Period and free-text Itemized Expenses block cover several purchases in one submission, which is why its Expense Categories Included (check all that apply) field is a multi-select checkbox, and an optional one, where the reimbursement form above makes a single-choice Expense Category dropdown required.
Streamline employee expense reimbursements with structured submissions.
10 questionsFinance Forms - Purchase Request Form
Reach for it when the money has not been spent yet and the request is one identifiable thing: it is the only member that prices a line item across three separate number fields — Quantity, Unit Price ($) and Total Cost ($) — and the only one with a Priority radio running from "Low — nice to have" to "Urgent — blocking work".
Get approval for business purchases with a clear, trackable request process.
14 questionsOperations Forms - Budget Approval Request
Use it when what needs signing off is a pot of money rather than a purchase: unlike the purchase request it names no vendor and no item, asking instead for a Total Budget Requested ($) against a Cost Center Code, a free-text Budget Breakdown, and a Budget Category dropdown that separates Capital Expenditure (CapEx) from Operating Expenditure (OpEx).
Formalize project and department budget requests with full financial detail.
11 questionsFinance Forms - Training Request Form
Use it for development spend still at the proposal stage — its Estimated Cost is a short-text field rather than a number because nothing has been quoted yet, and it is the only cost question in this whole set that a requester may leave blank, so the weight falls on the Training Format radio (online self-paced, online instructor-led, in-person workshop, conference or event, certification program) and on the one required justification, "How does this training relate to your current role or career goals?", with the expected-outcomes question beneath it left optional.
Let employees request training and professional development with a clear business case.
12 questionsHuman Resources Forms - Tuition Reimbursement Form
Use it when the money follows a course someone is enrolled on rather than something bought off a shelf: it is the only member whose Payment Status radio makes one form serve both "Already paid — requesting reimbursement" and "Not yet paid — requesting pre-approval", the only one that separates Total Tuition/Course Cost ($) from Amount Requested for Reimbursement ($) so a policy cap is visible, and the only one that ties money to a Minimum Grade Requirement Met? answer.
Streamline employee education reimbursement requests with one clean form.
17 questionsHuman Resources Forms - Equipment Checkout Request Form
Use it when the thing being requested has to come back — it is the only member with a required Return Date alongside its Checkout Date, and the only one that ends by making the requester tick "Yes, I accept responsibility" before the kit leaves the shelf; its Equipment Type dropdown covers cameras, audio, lighting, laptops, projection, lab equipment and tools, so it fits a school store as readily as an office one.
Track equipment loans with a clear checkout and return request process.
10 questionsBooking & Reservations Forms - Asset Disposal Request
Use it for the opposite journey, when kit is leaving for good: it is the only member that asks whether the asset holds confidential data requiring secure wiping, and the only one that puts neither a cost nor a span of time on the request at all — what it pairs instead is an Asset Tag or Serial Number with a Reason for Disposal dropdown that distinguishes end of life from damaged beyond repair, surplus, obsolete, replaced or lost and stolen.
Request asset disposal with reason, data-wiping needs, and manager authorization tracking.
9 questionsOperations Forms - Job Requisition Form
Use it when what is being approved is a person rather than a thing — its Requisition Type radio is the field that decides the answer, because "New position (net-new headcount)" is a budget conversation while "Backfill (replacement for departing employee)" usually is not, and it is the only member that asks for a Salary / Compensation Range and who the role Reports To.
Streamline headcount requests with a structured hiring approval form.
17 questionsHuman Resources Forms
What these forms ask for
Question labels shared by more than one of the 10 templates above, counted once per template.
- Department9 of 10 templates
- Manager Name3 of 10 templates
- Work Email3 of 10 templates
- Business Justification2 of 10 templates
- Email Address2 of 10 templates
- Employee Email2 of 10 templates
- Employee Full Name2 of 10 templates
- Employee Name2 of 10 templates
- Expense Category2 of 10 templates
- Full Name2 of 10 templates
- Manager / Approver Name2 of 10 templates
- Requester Name2 of 10 templates
What these forms are made of
These forms ask between 9 and 17 questions each, and 104 of the 121 questions across the set are required. Field types, counted once per template:
- Email10 of 10 templates
- Short Text10 of 10 templates
- Date8 of 10 templates
- Long Text8 of 10 templates
- Radio8 of 10 templates
- Dropdown7 of 10 templates
- Number6 of 10 templates
- Checkbox2 of 10 templates
How to build an employee request and approval form
Decide first whether the money has already left someone's pocket: a claim for something already bought needs a date, a merchant and a receipt question, while a request for something not yet bought needs a quantity, a unit price and a justification.
Ask for the identifiers whoever approves this will need to reconcile it later — a Budget Code or Cost Center, a GL account, an Employee ID, an Asset Tag or Serial Number — because those are the fields that stop a submission turning into a chase.
Name the approver with a dropdown of the real managers rather than a free-text box, so the same person is not spelled three ways across a quarter of submissions.
Put a return date on anything that comes back, and a responsibility line to go with it, so a checkout is recorded as a loan with a deadline rather than an open-ended handout.
Add branching in the editor once you have cloned the template: reveal the coverage-plan question only for leave over a day, or the vendor fields only once a category that needs them is picked.
Webhook every submission into the channel your approvers already watch, and let the form's own response list stand as the record of what was asked, by whom, and when.
Who uses these forms
One audience per template, in the order the templates are listed above, taken from what each template names for itself.
Frequently asked questions
Can formformform send the request to a manager and wait for their approval?
No. None of these templates routes anything, and there is no approval state in the product — the approver's name, on the seven templates here that ask for it, is text the requester types, and submitting the form does not notify that person. Treat the form as the intake and the record, and send each submission out with a webhook to wherever approvals already happen, whether that is a Slack channel, a ticket queue or a spreadsheet your finance team already lives in.
The reimbursement form asks whether a receipt is attached — how does anyone actually attach one?
As generated it is a radio with three answers ("Yes — receipt is attached", "No — receipt lost or unavailable", "Digital receipt available on request") and no upload box beneath it, because the template generator cannot seed one. The product itself can: File Upload is a section in the form editor, 2 MB per file, and encrypted along with everything else on a form you have turned encryption on for. Clone the template, drop an upload field in under that question, and the radio finally means what it reads like.
Can the form stop someone requesting more than their spend limit?
Partly, yes — more than most people expect. A Number field carries Min and Max settings, and they are checked on the server when the form is submitted, not just in the browser, so a Total Cost ($) field capped at 500 will refuse 5,000 outright. The live templates already use this: 252 of the 265 number fields across formformform's library ship with a min or a max on them. What a cap cannot do is vary by who is asking, because nothing generated here carries conditional logic — one ceiling applies to everyone until you add branching in the editor. So use Max for the hard limit that is the same for the whole company, and leave the graduated thresholds — a director's sign-off above a certain figure — to whoever reads the submission or to the system you webhook it into.
Is the responsibility line on the equipment checkout form a signature?
No. "I accept full responsibility for this equipment while it is in my care." is a required radio with two options — "Yes, I accept responsibility" and "No, I have questions first" — and it is the last question on the form, below the Requester Name typed at the top. That is a timestamped record that someone ticked a box, which is usually enough for an internal loan register — but it is not an electronic signature and the submission is not a legally executed document. If you need one, execute it wherever you already handle signed documents and use the form to collect the details around it.
Do I really need both an expense report and a reimbursement form?
Only if people claim in both shapes. One receipt at a time — a taxi, a client lunch — fits the Employee Reimbursement Request, which wants the merchant and a single category. Someone back from a fortnight of travel fits the Expense Report Form, which takes an Expense Period, an Itemized Expenses block and a check-all-that-apply category list in one go. If everyone in your company claims the same way, publish one and skip the other: two links for the same job is how submissions end up on the wrong form.
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