Expense Report Template
Submit and approve business expenses with a clear record of dates, categories, amounts, and receipts.
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About Expense Report
An expense report is a document an employee submits to request reimbursement for business costs paid out of pocket. It lists each expense with the date, category, amount, and a note on the business purpose, and it usually requires attached receipts.
Employers use expense reports to review and approve spending, reimburse employees, and keep records for accounting and tax purposes. A consistent format makes it easier to spot errors, apply spending policies, and reconcile expenses at the end of a period.
This is a general template, not an official form. Adjust the expense categories, spending limits, and approval steps to match your company policy and reimbursement rules.
Who needs to complete it
- Employees seeking reimbursement for travel, meals, or supplies
- Managers who review and approve staff expense claims
- Small business owners tracking deductible business costs
- Finance teams reconciling company spending
How to fill out Expense Report
- 1Enter the employee name, department, and the reporting period.
- 2For each expense, enter the date, category, and a short description.
- 3Enter the amount for each expense and note the payment method.
- 4Attach or reference the receipt for each item.
- 5Total the expenses and subtract any advance already received.
- 6Note the amount owed to the employee.
- 7Have the employee sign to certify the expenses are accurate.
- 8Have the manager review and approve the report for payment.
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Frequently asked questions
What expenses can be included on an expense report?
Typical items include travel, lodging, meals, mileage, and business supplies paid by the employee. What qualifies depends on your company policy, so include only the categories your employer reimburses.
Do I need receipts for every expense?
Most employers require receipts to verify amounts and support tax records. Some set a small threshold below which a receipt is not required, so follow your company policy.
How is mileage reimbursed?
Mileage is often reimbursed at a set rate per mile. The rate and rules vary by employer and can change over time, so use the rate your company applies for the period.
Can I use this expense report template as is?
This is a general template and reimbursement and tax rules vary by state and employer, so confirm your local requirements and company policy before you rely on it.