Printable Business Expense Report Form

Expense Report Template

This expense report template is designed to help employees track and submit business-related expenditures for reimbursement. Use this document to provide a clear, itemized account of costs incurred during professional activities to ensure timely processing by your finance department.

Expense Report Form

Employee Information

• Employee Name: [Your Name]
• Department: [Your Department]
• Reporting Period: [Start Date] to [End Date]
• Manager/Supervisor: [Manager Name]

Expense Details

Summary

• Total Expenses: [Total Amount]
• Less Cash Advance: [Amount]
• Net Reimbursement Due: [Total Amount Due]

Approval

• Employee Signature: __________________________ Date: [Date]
• Manager Signature: ___________________________ Date: [Date]

Pro Tips

• Attach Receipts: Always staple or digitally attach original receipts to this report for every item listed above.
• Submit Promptly: Aim to submit your report within [Number] days of the end of the reporting period to avoid delays in reimbursement.
• Categorize Clearly: Use consistent categories (e.g., Travel, Meals, Supplies) to help your accounting team process the data more efficiently.
• Digital Copies: Keep a digital scan or photocopy of the completed report and all receipts for your personal records.

Template Document: Printable Business Expense Report Form

• Purpose: This procedure outlines the standardized process for employees to accurately complete and submit business expense reports for timely reimbursement.
• Scope: This procedure applies to all employees seeking reimbursement for approved business expenses incurred during professional activities and covers the entire submission and approval workflow.
• Document owner: [Finance Department]
• Effective date: [Date]
• Version: [Version number]
• Applies to: [All employees submitting expenses]

Roles and responsibilities

Procedure

1. Gather all original or digital receipts and supporting documentation for business expenses incurred during the specified [Reporting Period]. (Responsible: Employee)
2. Complete the "Employee Information" section of the expense report form, accurately filling in your [Employee Name], [Department], and the exact [Reporting Period] dates. (Responsible: Employee)
3. Itemize each individual expense in the "Expense Details" table, providing the [Date], a clear [Description] of the expense, its appropriate [Category], any relevant [Project/Client] code, and the precise [Amount]. (Responsible: Employee)
4. Ensure that every itemized expense entry has a corresponding receipt attached or linked, verifying that the details on the receipt match the report entry. (Responsible: Employee)
5. Calculate the total reimbursement amount requested and sign the expense report in the designated "Employee Signature" field, including the [Date Signed]. (Responsible: Employee)
6. Submit the completed expense report, along with all attached receipts, to your [Manager Name] for review and approval by the internal [Submission Deadline]. (Responsible: Employee)
7. Review the submitted expense report thoroughly for accuracy, policy compliance, and proper documentation before providing approval or requesting specific revisions from the employee. (Responsible: Manager/Supervisor)
8. Forward the approved expense report to the Finance Department for final processing and initiation of reimbursement to the employee's designated [Payment Method]. (Responsible: Manager/Supervisor)

Records and revision

• Prepared by: [Full name]
• Reviewed by: [Full name]
• Date completed: [Date]
• Signature: ______________________
• Date signed: [Date]

FAQ

How often should I submit an expense report?

You should submit your report based on your company’s specific policy, which is typically either monthly, bi-weekly, or immediately following the conclusion of a business trip.

What happens if I lose a receipt?

If a receipt is lost, contact your finance department immediately. You may be required to fill out a missing receipt affidavit or provide alternative proof of payment, such as a credit card statement.

Can I include personal expenses on this report?

No, this form is strictly for business-related expenses. Any personal items purchased during a business trip should be separated and paid for using personal funds.