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    • expense report sample

    Expense Report Sample

    Organizations use an expense report to record the expenditure incurred by the employees during a business trip. In this article, we will take a look at some sample expense reports.

    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
    Particulars Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Total
    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: ........................................................................................
    Date 06/11/12 07/11/12 08/11/12 09/11/12 10/11/12 11/11/12 12/11/12 Total
    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: ........................................................................................
    Date Air Fare Auto Rental Parking/Toll Hotel Telephone Breakfast Lunch Dinner
    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 ..........................................................

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