Preview of the blank expense report template: reporting period (from and to) and more

Free Fillable Expense Report Template

For employees, contractors and volunteers claiming back money they spent on work: travel, meals, mileage, supplies.

Each line has a date, vendor, category, amount and a check box to show the receipt is attached. At the bottom, subtract any advance you were given to get the amount to reimburse.

Fill online free Download blank PDF Send to be filled

Work and HR
PDF, 75 KB
110 fillable fields
US Letter, A4-safe
No scripts

What's on the form

Reporting period (from and to)
Name, employee ID, department, manager and purpose
19 expense lines with date, description or vendor, category, receipt check box and amount
Total expenses, advances and amount to reimburse
Notes, and employee and approver signatures with dates

Browse template categories

Move directly to the kind of form or document you need.

How to fill in the expense report template

Open a new expense report and set the claimant, purpose and reporting period before entering receipts.
Add one line per receipt and tick the box for each receipt you are attaching. Add up the totals yourself.
Download the PDF. Scan or photograph your receipts and turn them into a PDF with Scan to PDF or JPG to PDF.
Use Merge PDF to join the report with its receipt pages, then submit the combined file for approval.

Questions

How do I claim mileage?

Use one line per trip. In Description write the route and the distance, put the amount in Amount, and note your per-mile or per-km rate in the Notes box.

I paid in another currency.

Enter the amount in the currency you are being paid back in, and write the original amount and the exchange rate you used in the Notes box.

I have more than 19 expenses.

Fill a second copy for the rest and join them with Merge PDF. Put the grand total on the first page.

Does it add up the total?

No. The file has no scripts, so add up the amounts yourself before you sign.