form template · Free download
Expense Report Template
Expense report form with an itemized expense table, mileage log, IRS receipt and accountable plan rules, approval block, and state reimbursement law notes.
Sign in with Google below to download the PDF and CSV straight away.
Get your free download
Sign in with Google to unlock the PDF and CSV instantly. No form to fill in.
Free. By continuing you agree to our terms and privacy policy. We record your email and this download; marketing emails only if you tick the box.
What you get
- An itemized expense table with date, category, vendor, business purpose, and amount columns
- A mileage log that multiplies business miles by the current IRS standard rate
- The IRS receipt rule and accountable plan requirements written in plain language
- An approval block for manager and finance sign-off with payment details
- State reimbursement law notes covering California Labor Code 2802, Illinois, and others
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Report header
- Employee name
- Employee ID
- Department / cost center
- Manager (approver)
Itemized expenses
One row per receipt. Categories: airfare, lodging, meals, ground transport, parking/tolls, conference fees, supplies, client entertainment, phone/internet, other. Write the business purpose in enough detail that someone outside your team would understand why the company paid for it.
Expense detail
Example rows show the level of detail finance expects. Replace them with your own.
| Date | Category | Vendor / description | Business purpose | Amount |
|---|---|---|---|---|
| 03/04/2026 | Airfare | United, SFO–ORD round trip, economy | Onsite quarterly review, Acme Corp | $412.60 |
| 03/05/2026 | Lodging | Hilton Chicago, 2 nights (itemized folio attached) | Same trip | $538.00 |
| 03/05/2026 | Meals | Dinner, Girl & the Goat, 3 people (names on receipt) | Renewal discussion with Acme procurement | $186.40 |
| 03/06/2026 | Ground transport | Uber, O'Hare to hotel | Same trip | $48.25 |
Mileage log (personal vehicle)
Reimbursement = business miles x the current IRS standard mileage rate (check irs.gov each January; the rate usually changes on January 1). The example uses $0.70, the 2025 business rate, for illustration only.
| Date | From / to | Business purpose | Miles | Amount |
|---|---|---|---|---|
| 03/10/2026 | Office to Oakland client site, round trip | Implementation kickoff, Bayview Health | 46 | 46 x $0.70 = $32.20 |
| 03/12/2026 | Office to San Jose vendor, round trip | Equipment inspection, Delta Supply | 88 | 88 x $0.70 = $61.60 |
Report totals
- Total itemized expenses
- Total mileage reimbursement
- Total per diem claimed— if your company pays per diem instead of actual meal costs
- Less: company-paid charges— anything already on a corporate card
This is a preview — the full template continues in the download.
Sign in above to download the full template.
How to use this template
- 1
Fill in the header before the first expense
Enter employee name, department, cost center, the report period, and any cash advance already received so the amount due calculates correctly at the end.
- 2
Log one line per receipt
Record each expense on its own row with the business purpose written out. "Meeting" is not a business purpose; "Dinner with Acme procurement team to discuss Q3 renewal" is.
- 3
Record car travel in the mileage log, not the expense table
Enter each trip with start and end points, purpose, and business miles. Commuting miles between home and your regular workplace do not count.
- 4
Attach receipts and submit within 60 days
Attach a receipt for every lodging charge and every other expense of $75 or more (company policy may require receipts for everything). Submit within 60 days of the expense so the reimbursement stays non-taxable.
- 5
Route for approval and payment
The manager confirms business purpose, finance checks policy limits and receipts, and payment goes out on the next expense run or payroll cycle.
Frequently asked questions
Do I need a receipt for every expense?
Under IRS accountable plan rules, you need documentary evidence for all lodging and for any other expense of $75 or more. Below $75, a written record of the amount, date, place, and business purpose is enough for the IRS, but many company policies require receipts for everything, so check yours.
How long does an employee have to submit an expense report?
The IRS safe harbor for an accountable plan is 60 days after the expense. Many companies set 30 days to keep month-end accruals clean, and Illinois law lets employers require submission within 30 days. Reports submitted very late can make the reimbursement taxable as wages.
What mileage rate should I use?
Most employers use the IRS standard mileage rate for business travel, which the IRS publishes each year and usually updates on January 1. Reimbursing at or below that rate keeps it non-taxable. Paying more than the IRS rate turns the excess into taxable income.
Is expense reimbursement taxable?
Not if it is paid under an accountable plan: a business connection, substantiation within a reasonable period, and return of any excess. Flat allowances with no substantiation, such as a fixed $100 a month "car allowance" with no mileage log, are taxable wages.
Do employers have to reimburse remote workers for phone and internet?
In California, yes: Labor Code 2802 requires reimbursing a reasonable percentage of personal phone and internet costs used for work, even if the employee's plan is unlimited. Illinois and a handful of other states have similar rules. Elsewhere it is a policy choice, subject to the federal minimum wage floor for non-exempt staff.
What is the difference between an expense report and an expense reimbursement form?
They are usually the same document. "Expense report" is the common name for the itemized list with receipts; "employee reimbursement form" is often used for a one-off claim. This template works for both: use one row for a single claim or the full table for a trip.