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Expense Report Template

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               An expense report is used to track and manage the costs incurred by an individual or organization. It helps to understand the cause of the expenditure and may be used as a formal procedure to repay someone for a service rendered. The expense report template has been built to simplify that process.

expense report overview

How to use

               Whether there have been costs to lodging, transport or others, the solution provides the space to process it efficiently. It is divided into three segments: (1) Administrative information; (2) Expense List and; (3) Additional Information.

(1) Administrative Information

expense report upper section

               In administrative information, users are required to fill in information that lets one know the key information on the creator of the expense report, the period of the expense, direct report and the expenses’ purposes.

(2) Expense List

expense report mid section

               This area is used to list all expenses incurred. It includes information such as date, account, lodging, transport and others. The total amount incurred is automatically summed in the last column.

  • Date – Determines the date on which the expenses were incurred. It uses the format [Year-Month-Day]. It is possible to change it by clicking on the cell and choosing a different date format.
  • Account – Used to determine under what client, service, project or program the expense has been incurred.
  • Lodging – Costs associated with hotels, rental apartment/house (e.g. Airbnb).
  • Transport – Transportation costs such as public transport, car mileage, airplane and others.
  • Telecom – Expenses that falls under telecommunication, for example, internet, calls, streaming, others.
  • Meal – Costs that mostly falls under breakfast, lunch, dinner and snack.
  • Entertainment – Charges associated with client outing, professional sports tickets, others.
  • Misc – Misc or miscellaneous are any other costs that may not fall under the 6 major types of expenses.

(3) Additional Information

expense report lower section

               This area aims to finalize any left-over questions that can pop up when processing an expense report.

  • Additional Commentary – Provides space to further explain any line item or questions that may arrive from the Expense Report.
  • Employee Signature – Signature and date of the expense report creator.
  • Organization Approver – Signature and date of the direct report or administrative representative in charge of the expense report process.
  • Miscellaneous Details – Date, description and amount associated with the miscellaneous area. This helps to give further insight on what miscellaneous means to the expense report writer.

Sample Case

expense report filled sample

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