Expense reports track an employee's monies used while conducting business. An expense sheet lists an employee's itemised purchases as well as what category the purchase falls into (such as hotel, entertainment, food). Typically, accounting departments review and record the information posted on an expense sheet. You can create an expense sheet with the help of online templates.
- Skill level:
- Moderately Easy
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Things you need
- Spreadsheet or word processing software
- Expense report template
Open Microsoft Excel or another spreadsheet program. If a spreadsheet program is unavailable, create a table in a word processing application.
Download an expense report template. If you don't want to create an expense report from scratch, use a free online template. Browse the expense sheet downloads through Microsoft Office Online, for instance.
Include in the headings of the expense sheet all of the information required by your accounting department. Likely fields are employee name, Social Security number, position, manager and statement period.
Review the categories included in the expense sheet template. The categories depend on what type of expenses you need to track. Examples are hotel, transport, fuel/mileage, food, entertainment and miscellaneous.
Add rows to the template to include the date, amount, and, if needed, the purpose of the expense. At the bottom of the page, include a subtotal and total for the expenses.
Include extra space at the bottom of the expense sheet. This area can be used for any notes as well as any required signatures needed for expense approval.
Tips and warnings
- If the expense sheet is needed to track expenses while travelling in a foreign country, include a row for exchange rate.
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