An expense report template is a very useful document to keep track of business expenses for an employee’s business trip, a particular department, or any project for a company. It provides a quick track of expenses and relevant documentation.
This template can be used for reimbursement purpose for business trips or expense tracking and can also be helpful to analyze expense for a department or a project.
Analytical study of expenses can be useful for companies to cut cost on unnecessary expenses and increase profits.
I have created a simple Expense Report template which can be used to quickly input details of specific expenses incurred obtain approvals from department heads and higher authorities as and when required.
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Let’s discuss in detail about the Expense report template.
The expense report template contains 2 parts which are mentioned below:
- Header Part
- Data Input Part
1. Header Part
Row 1 and Row 2 = Cells B2 to L3 are merged cells. Enter your Company/Business Name.
Row 3 = Heading of sheet “Expense Report or Reimbursement Form”. Cells B4 to L4 merged.
Row 5 and Row 6 = Cell B5 consists of Purpose for which expense report is made. It can be for a particular project, department or a business trip by an employee etc.
Cell B6 consists of Statement number. On the right-hand side, cell J5 and J6 consists of the period of the expense report.
Row 8 and Row 9 = Contains employee and department details like Name of employee, Employee Id, Department name and Manager’s name.
Let’s call it the header part. You can see the preview of it in the image below:
2. Data Input Part
Row 11 = Consists of subheadings for Data Input. Cell B11 to L11 Data Part. This section contains subheadings like Date, Description of expenses, different heads for different kind of expenses and other miscellaneous expenses. The last column is for Total.
Row 12 to Row 22 = Cell C12 to K22 is the Data Input section.
Row 23 = Consist of expense wise Totals.
Row 24 to Row 26 = In this section on the left-hand side we have authorized signatory and on the right-hand side, we have calculations for reimbursement.
Cell L24 reflects the subtotal of expenses and L25 reflects the Advance amount paid by Accounts department or any other authority. The Reimbursement total = Expenses – Advance.
Formula applied here is =L24-L25.
You can see the preview of it in the image below:
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