When to use this report
Employees use an expense report to get paid back for business costs paid out of pocket, such as travel, client meals, supplies or mileage. Small business owners can also use it to track their own business spending for bookkeeping and taxes.
Submit one report per trip, project or month, whichever your company prefers.
How to fill it out
| Field | What to enter |
|---|---|
| Employee, department and manager | Who is claiming and who approves. |
| Purpose | The trip, event or project, such as “Chicago trade show.” |
| Period | The first and last dates covered. |
| Date | When each expense happened. |
| Description | The vendor and business purpose, such as “Lunch with client, Acme Co.” |
| Category | Travel, meals, lodging, supplies, mileage or other. |
| Receipt? | Whether a receipt is attached. |
| Amount | The cost of each item. |
| Cash advance | Any money given to the employee up front. |
| Amount owed to employee | The total minus any advance. |
Filled-in example
Purpose: Regional sales conference, Chicago. Period: November 2 to November 4, 2026.
| Date | Description | Category | Receipt? | Amount |
|---|---|---|---|---|
| Nov 2 | Round-trip airfare, ORD | Travel | Y | $312.40 |
| Nov 2 | Taxi, airport to hotel | Travel | Y | $48.00 |
| Nov 2 to 4 | Hotel, 2 nights | Lodging | Y | $418.00 |
| Nov 3 | Dinner with client, Midway Foods | Meals | Y | $96.50 |
| Nov 4 | Printing, sales handouts | Supplies | Y | $35.25 |
Total expenses: $910.15. Less cash advance: $200.00. Amount owed to employee: $710.15.
Common mistakes to avoid
- Missing receipts. Most companies require receipts for every expense, or for anything over a set amount.
- No business purpose. “Dinner” isn’t enough. Note who was there and why it was business.
- Mixing personal costs. Leave out personal items like in-room movies or a family member’s meal.
- Submitting late. Many reimbursement plans require expenses to be reported within a set time, often 60 days.
Frequently asked questions
Do I need a receipt for every expense?
Company policy decides this. For taxes, the IRS generally requires receipts for lodging and for other expenses of $75 or more. Keep receipts for everything to be safe.
Are expense reimbursements taxable income?
Not usually, if your employer uses an “accountable plan”: expenses have a business purpose, are documented, and any excess is returned. Otherwise they may count as wages.
How should mileage be claimed?
Record business trips in a mileage log and multiply the miles by your company’s rate, which is often the IRS standard mileage rate.
How long should I keep expense records?
Generally at least three years after filing the related tax return.