An expense report is a document that records business-related expenses incurred by employees. It serves as a request for reimbursement and provides a record for accounting, tax, and compliance purposes.
Essential components: employee information, expense period, itemised expenses with dates, amounts, categories, and descriptions, receipts for each expense, total amount, manager approval signature, and accounting coding.
Step 1: Employee collects all receipts and documentation.
Step 2: Fill in the expense report with itemised expenses.
Step 3: Attach all supporting receipts and documents.
Step 4: Submit for manager approval.
Step 5: Finance reviews and processes reimbursement.
Step 6: Payment is issued within the established timeline.
Step 2: Fill in the expense report with itemised expenses.
Step 3: Attach all supporting receipts and documents.
Step 4: Submit for manager approval.
Step 5: Finance reviews and processes reimbursement.
Step 6: Payment is issued within the established timeline.
Key audit checks: verify receipt authenticity, confirm business purpose, check for duplicate entries, ensure compliance with expense policies, validate approval chain, and flag unusual spending patterns.
Download our free bilingual Expense Report templates in PDF and Excel. They include category breakdowns, receipt attachment sections, approval workflow sections, and auto-calculated totals.