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If you will be driving rather than flying, you can enter the total miles and the cost per mile. For example, for lodging you can enter the number of nights you will be staying and the cost per night. The worksheet is set up to let you enter a quantity and unit cost for each item. The top section allows you to set a total budget, and as you enter your travel costs you can quickly see where the money is going, how much extra you'll have, or how much you'll need to add to your budget.
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In addition, you are of course free to add other design elements such as your company logo to the template.This travel budget template makes it easy to enter your travel expenses for your next trip. Simply replace the sample entries with your company’s details. You can customise this just as you would with Word or any other word processing software. We have also included a header in the template. You can add additional controls or sections that you require for your accounting, or delete entries that you do not need. In the travel expense report template, for example, we have used content controls for date selection. Template users can choose from the list of options and input data themselves. If these are not already available in the menu, switch to the options via the “File” tab and activate the extended functions in the “Customize the Ribbon” area.Ĭontrol elements are available in the template, which make it interactive. To be able to access all the functions you need, you must first display the developer tools.
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Our template is created in Word and is best customised using Microsoft software. Signatures of claimant (employee) and supervisor.Start and end of trip with exact time of day.Of course, there are further details to be included in the travel expense report: These four sections cover all costs that can be reimbursed after a business trip. It’s best to keep evidence of these too, if possible. Incidental travel expenses: Incidental expenses include parking fees or toll charges, for example.For trips abroad, different rates apply depending on the destination. Additional costs for meals: When you are travelling, it is assumed that the costs are higher than when you eat at home.Ask for an itemised bill because minibar purchases and any movies you watch won’t be reimbursed by the employer. Overnight expenses: When it comes to overnight expenses, you have the choice to either have the costs compensated by a flat rate or have them refunded via the receipts you submit.Tickets for public transport must be kept in a safe place. If you use your own vehicle, you’re often paid a flat-rate mileage charge for the sake of simplicity. If you are travelling by company car, the employer usually insists that the employee keeps a mileage log. Travel expenses: Costs arise through using a company car, your own car, or from purchasing train, bus, or plane tickets.On the other hand, they sometimes pass on their travel expenses to their clients, who also expect complete documentation of the costs incurred. The self-employed also use travel expense report forms – on the one hand for tax returns, because costs for business trips are part of the operating expenses.
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Detailed and correct documentation is a must. And for the employees themselves, the tax office plays an equally important role during a business trip: If the employer does not reimburse the travel expenses, the employee can include the costs in their tax return. After all, travel expenses are business expenses and therefore have an influence on the profit a company makes. The accounting department can see from the travel expense report and the submitted receipts (very important!) what has to be reimbursed.īut not only the accounting department is interested in the travel expense report. Others are incurred by the employee – and paid out of their own pocket. Some of these costs are already paid for in advance by the company and therefore no longer play a role in travel expense accounting. has to travel to another location on behalf of the company – whether to a neighbouring city or to the other side of the world – costs are incurred: tickets, hotel accommodation, meals. If an employee goes on a business trip, i.e.