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An expense report is a formal document which has a detailed account of the expenditure incurred by an employee/employees during a business trip. The report includes information about the expenses on travel, accommodation, meals, etc.

There are two ways of preparing an expense report.
  • In the first method, the Human Resource (HR) manager or the accounts manager of the organization issues an advance to the employee who is scheduled to go on a business trip. When the employee returns, he fills up an expense report form, and attaches receipts of all his expenditure. Depending on the expenditure, the manager either receives the remaining balance or reimburses the amount that the employee has paid from his pocket.
  • In the second method, the employee spends his own money on the expenses incurred during the trip. On his return, the receipts of the expenditure are submitted to the accounts manager or the HR manager, who then reimburses the employee.
Sample Expense Reports

Sample 1

ABC International Corp.
1000 Coney Island Ave. Brooklyn NY 11230
Phone:
Email:
NAME: ................................................................................................
DEPARTMENT: ....................................................................................
PURPOSE OF THE TRIP: .....................................................................
LOCATION: ........................................................................................
DURATION: ........................................................................................
Expense Report
ParticularsDay 1Day 2Day 3Day 4Day 5Day 6Total
Air/Rail/Bus
Taxi/Car Rental
Parking/Toll
Breakfast
Lunch
Dinner
Other Expenditures
Total Expense
Cash Advance
Cash Return
Employee's Signature
Reporting Manager's Signature
HR Manager's Signature

Sample 2

ABC International Corp.
1000 Coney Island Ave. Brooklyn NY 11230
Phone:
Email:
Expense Report
NAME: ................................................................................................
DEPARTMENT: ....................................................................................
PURPOSE OF THE TRIP: .....................................................................
LOCATION: ........................................................................................
DURATION: ........................................................................................
Date06/11/1207/11/1208/11/1209/11/1210/11/1211/11/1212/11/12Total
TRANSPORT EXPENSES
Air Travel
Auto Rental
Miscellaneous
LODGING
Hotel
Telephone
FOOD & ENTERTAINMENT
Breakfast
Lunch
Dinner
Total Expense
I certify that the above information is true and all the expenses are in accordance to the reimbursement policy of the organization.

Employee's Signature .............................................................

Reporting Manager's Signature ................................................

HR Manager's Signature ..........................................................

Sample 3

ABC International Corp.
1000 Coney Island Ave. Brooklyn NY 11230
Phone:
Email:
Expense Report
NAME: ................................................................................................
DEPARTMENT: ....................................................................................
PURPOSE OF THE TRIP: .....................................................................
LOCATION: ........................................................................................
DURATION: ........................................................................................
DateAir FareAuto RentalParking/TollHotelTelephoneBreakfastLunchDinner
06/11/12
07/11/12
08/11/12
09/11/12
10/11/12
11/11/12
12/11/12
13/11/12
Total
Grand Total
I certify that the above information is true and all the expenses are in accordance to the reimbursement policy of the organization.

Employee's Signature .............................................................

Reporting Manager's Signature ................................................

HR Manager's Signature ..........................................................