An expense report is a receipt for expenses incurred by an employee (or any other person) on behalf of a company, association, or other administrative or commercial entity.
Contents
Conditions to be respected and advice on how to establish an expense report
- The expenses must be in the interest of the company and necessary for its activity (accommodation, catering, freeway tolls, and supplies),
- They must be accompanied by supporting documents (invoices, tickets, and receipts) that include the amount of VAT paid,
- The receipt must be in the name of the company and not in the name of the employee concerned,
- Do not wait until the end of the year, and must establish an expense report monthly,
- An expense report must be filled in and signed by the person concerned, countersigned by the hierarchical superior, and approved by the accounting department, which will proceed with the reimbursement.
Reimbursement of mileage expenses:
Each company can use its rate schedule to reimburse mileage expenses for travel with a personal vehicle. However, in many countries, companies must use the tax authorities’ mileage scale.
How to use the expense report template?
To use this template, “Copy & Paste” it into a Word or Excel document and make the necessary formatting adjustments. In particular, it is possible that in Word, it is required to reduce the left and right margins to 1.5 cm so that the table fits correctly. However, we recommend using the Excel or Word version for ease of use, which is available for download at the end of the article.
Expense report template to download (Text, Word, and Excel):
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EXPENSE REPORT |
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You MUST attach receipts for all expenses other than kilometers traveled |
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Applicant |
Périod: |
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| Name and surname: | |||||||
| Address: | |||||||
| Position: | |||||||
| Vehicle (tax power / registration / cost kms): |
0.60 $ |
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Fee date |
Description of costs incurred |
Meals |
Other fees |
TRANSPORT |
TOTAL |
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Nb km |
Cost km |
Amount Km |
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TOTAL COLUMNS: |
0.00 $ |
0.00 $ |
0 |
0.00 $ |
0.00 $ |
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| Signature of applicant: | Signature of the person in charge: | Accounting audit: | |||||
| Last name: First name: |
Last name: First name: |
Last name: First name: |
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| Date: | Date: | Date: | |||||
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Company details to be completed |
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To use and customize this expense report template, “Copy & Paste” the text of this article into your word processor (Microsoft Word or OpenOffice Writer). You can also download our free template in Excel format here: Expense report template – Excel format and in Word in Expense report template – Word format.
Hello,
Can you confirm that your expense report template also works on Libre Office? We are an association. Regards
Hi, yes, you just have to convert the excel file “Expense report template – Excel format” to the Libre office format. Bests regards. Elisa