Filling Out Expense Reports for Reimbursement

Keeping Records to Get Paid Back for Business Expenses During Travel

Nov 9, 2009

Filling out expense reports can be difficult. It is important to keep records in order to get paid back for business-related travel expenses, including meals and lodging.

Employees who return home after traveling for business are immediately faced with the need for filling out expense reports. These forms range from the complex to extremely simple, but most require the same basic information. In addition, company policies differ in the area of receipt and other documentation requirements. In order to ensure proper compensation, it is best to keep thorough records.

Save Receipts for Reimbursement

When requesting reimbursement for travel expenses, it is best to present legible receipts. Typical travel expenses that an employer will reimburse include:

Personal Filing System For Receipts

Using a personal filing system when organizing the information that will be used to fill out an expense report helps to make sure that the necessary receipts and records will be available when needed. A small pocket binder is easy to pack and keep track of, and offers storage areas for receipts as well as any other important documents.

Mileage Reporting Worksheet

A mileage reporting worksheet helps business travelers keep track of miles driven. Bringing along a mileage tracking worksheet during automotive travel provides an easy way to quickly note all odometer readings for reimbursement.

Expense Reporting Log

An expense reporting log can be as simple as a notebook, or as complex as a computer-based online expense reporting worksheet. Either way, an expense log allows users to keep track of all travel expenses as they occur, even those that don't come with receipts, such as tips.

Reporting Entertainment Expenses

Entertainment expenses are handled by employers differently. Some employers are willing to reimburse entertainment expenses during a longer trip, up to a certain amount. Other employers simply provide an entertainment budget, for the employee. Employers that are attempting to conserve funds, such as a very small business, may not reimburse for entertainment at all.

Online Expense Reports

Online expense reports are available for some companies, for immediate expense reporting. An Internet connection and a computer are all that is necessary for the employee to report business expenditures on a daily basis, rather than in bulk after the travel is finished.

Expense Reimbursement Policy

Prior to any business-related travel, all employees should ensure that they are familiar with the expense reimbursement policy of their company. A lack of clear understanding about the expectations for expense reimbursement can lead to problems. For example, without clearly understanding spending limits, employees may spend more money than they can be reimbursed for. This will inevitably lead to dissatisfaction, when a request for reimbursement is refused.

The copyright of the article Filling Out Expense Reports for Reimbursement in Small/Home Business is owned by Victoria Nicks. Permission to republish Filling Out Expense Reports for Reimbursement in print or online must be granted by the author in writing.