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Top 12 Templates to Manage and Track Your Expense Reports

As a manager of a small department in a huge company, Michael finds himself in the unique position of being responsible for both, the day-to-day operations and the financial management of his department. This means that he is often intimately involved in the creation of the department's budget, which allows him to keep a close eye on the expenses. 

He shares that one of the primary ways to keep track of the expenses is by creating a detailed expense report each month. It helps him monitor the costs and identify areas where the team can save money without sacrificing the quality of operations.

The Essence of An Expense Report

Expense reports are a necessary evil in the world of business. It is a document that details your expenditures for a specific period. Many companies use expense reports to oversee all business-related payments and then review these expenses when calculating an employee's final pay. 

An expense report can also be prepared by an individual for reimbursement. An employee who has incurred expenses on account of their official travel, entertainment, or provision of services, can document the costs and share them with the finance department. The expense report will enable them to show the details of expenditures and their utilization for official purposes. Furthermore, an expense report can be created for two types of directives – Internal and External.

There are various reasons why maintaining an expense report is important. It can provide factual data to back up statements if an audit occurs, help you stay organized, and allow you to back up audited numbers during settlement discussions. So creating an expense report is a viable option, leaving you with more time to focus on other pressing tasks.

But how to maintain one?

In reality, business owners have a lot on their plate when it comes to managing expenses. Maintaining a track of receipts, organizing them, and then turning all of them into an understandable and accurate report. 

This can be a frustrating and time-consuming process, especially when you have to do it regularly.

But with our predesigned templates, it’s easy to create an expense report. These well-crafted presentations will help you monitor the costs and expenses, which, if not carefully monitored, can lead to heavy losses for the company. These designs can be used by employers to ensure that their subordinates are able to fulfill the necessities of their job as well as by the employees for reimbursement purposes. All you need to do is explore and download the one that perfectly matches your needs. 

Let’s check these templates right away!

Template 1: Travel and Expense Report with Time Period and Authorization Template

We’ve seen employers and employees struggle to compile their expenses, which often results in misplaced or lost documents, further delaying the report's completion. You can use this informative PPT template to create a comprehensive expense report. It is fully customizable so you can modify it as per your needs. Download now!

Download this template

Template 2: Expense Report Approval Process Template

Getting the expense report approved has a certain process. Use this informative template to discuss the procedure and steps involved in getting your expense report sanctioned. You can enumerate the possible outcomes in this report, the element of modification, and more. This design is completely editable and engaging. So get this template now!

Template 3: Expenditure Report for Employee Reimbursement PPT

Maintaining receipts for reimbursement isn’t easy. And even worse is compiling all that data into a single sheet. Don’t panic! This well-designed PPT template will assist you to tabulate all the travel and lodging expenses concisely. You can use it to present details, such as miles driven, tolls, cost of meals, and more. Grab this stunning template now!

Template 4: Monthly Business Expense Report PPT Template

You can use this template to supervise the allocation of budget and analyze the efficiency of financial management. This layout will make it easier for you to showcase the budget overview with an income and expense graph. Download this presentation and create an informative expense report in minutes!

Template 5: Organizational Revenue Generated and Expenses PPT

Businesses strive for growth and profits. Therefore, good revenue is a major indicator of a company’s financial success. This PPT design will enable you to create a professional-looking expense report without worrying about content and graphics. You can discuss elements from where revenue was generated and also highlight the incurred costs. So get this graphic today.

Template 6: Annual Property Expense Report PPT

With our annual property expense report PPT templates, you can add data within a few clicks rather than going through the pain of generating the same document from scratch. This feature makes the given template a great choice when you need reports instantly. You can also use it to put forward income and expense statements easily. So why wait? Download it now!

Template 7: Annual Property Expense Report Template

One of the biggest hurdles that can be solved using this PPT template is the time taken to prepare the actual document. This ready-to-use template will get you going in minutes! You can use it to showcase the annual property expense report for the year 2020-21. You can even modify it as per your requirements, so download and fill in the data to get started!

Template 8: Annual Expense Report of Fast Food Industry PPT

Fast food industry is growing at an unprecedented rate! Thus, managing the costs and revenue can be tricky. This one-page annual expense report is designed particularly to meet the needs of the fast-food industry. You can deploy it to analyze and display the company’s financial performance at a glance. Our expense report templates are easily editable and visually appealing. Download today!

Template 9: Expense Sheet for Sales and Marketing Department

Every department is of integral value to a company. They add to the overall profits and expenses of the company’s budget. This informative template caters to the need of the sales and marketing department. This sheet can be used by both, employees and employers for reimbursement and monitoring purposes respectively. Therefore, improve the cost-efficiency by downloading this slide now.

Template 10: Travel and Expense Reimbursement Report Template

Being a dedicated company employee ain’t easy. At times one spends money out of their own pocket for various official purposes to ensure the overall efficiency and desired result. To value this, the company tends to offer reimbursement which can be claimed by showing receipts. However, creating an expense report to provide expenditure details is a tedious task. So download this template and record your expenses like a pro!

Template 11: Monthly Expense Report PPT 

Keeping a record of expenses is a challenging task. To make it simple for you, we present this professionally designed template that will help you tabulate the monthly costs. You can use it to sort the data based on weeks along with the categories. Apart from travel, meals, and lodging expenses, this design also allows you to register miscellaneous costs. So grab this impressive template now!

Template 12: Advertising and Promotional Expense Template

This design will make it simple for you to oversee the expenditure. Our predesigned expense report templates can be easily customized to your specific needs. You can use it to ensure that your expense reports are in proper format and submitted on time. Besides, this slide will save your time and reduce the risk of errors. So grab it right away!

To Sum It Up

Creating an expense report is an efficient way to supervise/monitor your spending. Whether you’re working for an employer or running your own business, designing an expense report will help you account for your spending and identify areas where you can cut back. Using these professionally designed templates, you can make an expense report in a few simple steps. Besides, these designs are fully customizable so you can use them multiple times. Don’t hold back! Download them right now and save yourself the hassle of compiling long receipts!

P.S: You can get handy at recording data by checking these creative annual reports featured in this useful guide . 

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Home Expense Report PowerPoint Template Editable Expense Report PowerPoint Slide

Editable Expense Report PowerPoint Slide

The image depicts a professional PowerPoint template designed for creating an expense report. The layout is divided into three main sections against a white and blue background, creating a clean and structured look.

On the left, there’s a section titled “REPORTING PERIOD” with fields for the “Starting Date” and “Ending Date”, each followed by placeholders “MM/DD/YY” to input specific dates. Below, a field titled “Purpose” is provided for a brief description of the report’s reason.

The top right section is headlined “SUBMITTED BY” with a table to fill in the submitter’s details. Columns for “Name,” “Title,” “Department,” “Phone,” “Employee ID,” “Manager,” and “Manager Title” are present, with example content filled in for illustration. A sample name “Paul Finley” is listed as a “Sales Associate” in the “Sales” department, implying the template’s use in corporate settings.

Below this, the “EXPENSE DETAILS” section includes a detailed table for inputting various expenses. Columns are set for “Date,” “Client #,” “Description,” and categories of expenses such as “Lodging,” “Meals,” “Supplies,” “Parking,” and “Airfare,” with sample amounts entered. A row for “Proposal Delivery” is filled with corresponding costs, and there are several empty rows for additional entries. At the bottom, a “Grand Total” row tallies the expenses.

This template could be used in business environments to report travel, project-related expenses, or departmental spending, providing an organized way to present costs for approval or reimbursement. The design is both functional and visually appealing, aiding in clear communication of financial information.

The description of this slide was generated using AI (ChatGPT v4.0)

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• Building Your Business

How To Write a Business Expense Report

What Is an Expense Report?

When do you need to use expense reports, how to write an expense report for your business, frequently asked questions (faqs).

10'000 Hours / Getty Images

Regardless of how small your company or sole proprietorship may be, there will come a time when you need to reimburse yourself or your employees for business-related expenses. Though you may not need a large accounting department to process expense reports every month, keeping track of expenses will benefit your business. It can increase deductions, maintain budgets, and categorize data for future projections.

While there are many ways to keep track of business expenses, setting policies and staying organized will keep the process smooth and painless for you, your employees, and your tax reporting. In this guide, you’ll learn when and how to write a business expense report.

Key Takeaways

• Expense reports are documents that detail the costs paid for personally by employees or business owners.
• Under an accountable plan, qualified business expenses are deductible for a company and reimbursable without incurring taxes for an employee.
• Companies should determine a clear reimbursement policy based on their industry, goals, and budgets.
• Templates and software can help in the business expense reporting process, but receipts or invoices are always required for reimbursable expenses.

An expense report is a document detailing the personal cash outlay for qualified business expenses by an owner or employee(s).

Instead of issuing corporate credit cards or proactive per diems to each employee, employers may ask employees to pay for certain business expenses with their own money. If they are reimbursable expenses, the employee should fill out an expense report and submit receipts to be reimbursed.

Reimbursable expenses can include business-related travel or meals purchased when entertaining clients, for example, among other things.

Accountable Plan

The IRS allows reimbursements to be tax free for the employee and deductible for the business—but only if they are issued under an accountable plan. A certified public accountant (CPA) can help direct an accountable plan, but for reimbursements to qualify, the following conditions must be met:

• The expenses must have a business connection.
• The expenses must be substantiated within a reasonable period of time (using receipts).
• The employee must return any extra money to the employer within a reasonable period of time.

Under a non-accountable plan, any reimbursements will be taxed as W-2 wages.

The benefits of an accountable plan allow businesses to deduct business expenses , avoid paying employment taxes on reimbursements, and allow employees to further the company’s interests without fear of being taxed for their personal expenditures. A business must simply ensure the requirements are met for each expense to take advantage of these benefits, which is why expense reports are an important tool for owners and their accounting partners.

Expense reports are necessary whenever an employee pays for business expenses with their personal money. In small businesses, this can be as simple as running out for milk and paying with personal cash or as complex as sending an employee to a conference to learn a new skill that will benefit the business. In the latter case, that employee will need to account for their travel, lodging, meals, incidentals, and various other expenses.

Certain roles may require more expense reporting than others. Sales people, consultants, or client-facing employees may incur personal expenses for meals, mileage, software subscriptions, and many other elements critical to executing their job. Submitting detailed and substantiated expense reports is crucial for these roles so that these employees are supported by the company and reimbursed for their efforts.

In some cases, employers may attempt to simplify travel-related reporting and reimbursements by using the federal per diem rates and standard mileage allowances. Both compute the deductible costs of using a car for business purposes. Per diem rates can vary depending on the region, though, so be sure to maintain detailed reports about each expense accumulated.

Expense reports will differ depending on your specific business and industry. Each reported expense should include the following:

• Date : the day that the expense occurred
• Details of the expense : the amount of the expense, what the expense was for (travel, purchasing an item, etc.), and which client is associated (if any)
• Details of the employee : name, department, etc.
• Substantiation : receipts, invoices, or other proof of expense

Determine What Will Be Reimbursable

Each company determines what qualifies as a reimbursable expense depending on their business goals, budgets, and industry. A hairstylist may be able to expense their tools and products, while a management consultant may be able to expense rental cars needed during frequent travels.

Qualified expenses are often laid out in the company handbook and/or an employee contract. You may not find every single expense outlined in a handbook, so it is always best to have it preapproved before personally fronting the money.

When building a reimbursement policy for your company, it’s important to consider your goals for growth and your budget. For example, if you have a product that will benefit from the exposure of conventions or trade shows, then you might build your policy as well as your travel and marketing budgets around those goals. Reimbursement policies are determined by the company, and you can always adjust them to fit your business objectives as your company grows, so long as those changes are clearly communicated to employees.

Customize a Template

There are many free templates of expense reports available online as well as via Excel and Google Sheets. Select the one that works best for your business, customize the columns to fit your business categories, and distribute the template to your employees along with instructions on how to fill one out. A good template will be simple to understand and include all the information needed to categorize the expense correctly.

Choose a Software

Employing technology may make the expense reporting process a little less painful. If you’re a sole proprietor or a very small business, an app like Expensify might suffice, allowing you to track and categorize expenses as well as take pictures of receipts on the go. Some more complex businesses might consider employing a full-time accountant to help with expenses and deductions in addition to more comprehensive software, such as Concur .

Linking expense reporting with payroll software can also streamline the reimbursement process. The key is finding the reporting solution that fits your company size and can be maintained accurately by you and your employees.

How do I report an expense for a home business?

Under an accountable plan, a home office can be deducted by the business owner but not by an employee. Consult with an accountant to understand the deduction limits and other regulations for home businesses.

When are expense reports due?

The best practice for a company of any size is to require expense reports to be submitted monthly. Importantly, these reports must be submitted no later than 60 days after the expense was incurred, according to the IRS.

Kent State University. " Expense Reimbursement - Accountable vs. Nonaccountable Plan ."

Kent State University. " When Is an Expense Reimbursement Not Taxable? "

IRS. " Standard Mileage Rates ."

U.S. General Services Administration. " Per Diem Rates ."

IRS. " Part I Section 62.—Adjusted Gross Income Defined (Also: §§ 274(d), 3121(a), 3306(b), 3401(a))26 CFR 1.62-2: Reimbursements and Other Expense Allowance Arrangements. (Also: §§ 1.274-5, 1.274-5T, 31.3121(a), 31.3306(b), 31.3401(a))Rev. Rul. 2003-106 ."

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Resources for Your Growing Business

How to make an expense report: 6 easy steps.

A new small business may not have many expenses to track. But as you grow, your expenses will multiply. You’ll need to track how much you’re spending via an expense report form.

An expense report will also make sure you’re prepared come tax time. Many expenses can be deducted from the total amount owed, according to The Balance.

Creating your own expense report doesn’t need to be daunting. Follow the steps below to learn how to make your own expense report quickly and easily.

Not sure what an expense report is? This article includes a straightforward definition and discusses why expense reports are important for small businesses .

In this article, we’ll cover:

6 Steps To Create An Expense Report

What is on an expense report, how do you create an expense sheet.

• How Do I Manage My Expenses in Excel?

1. Choose a Template (or Software)

To make an expense report, you should use either a template or expense-tracking software. Making an expense report from scratch can be time consuming.

To create an expense report in Excel, PDF, Word or other popular programs, you need to download a template. We also offer an expense report template for free .

Customize the template with your company name, the date range you’re reporting on and your name.

To save time as your business (and number of expenses) grows, you’ll want to upgrade to expense-tracking software . Link your business bank account so that expenses are added as you go. Or use the corresponding app to photograph paper receipts as you get them.

Here is expense report sample generated with FreshBooks:

Source: FreshBooks

2. Edit the Columns

FreshBooks’ expense reports has standard columns you can use to adapt your expense report template, if needed. The columns are:

• Date: when the item was bought
• Vendor: where the item was bought
• Client: what client the item was bought for
• Project: what project the item was bought for
• Account: to indicate a client or project
• Author: who bought the item
• Notes: notes to explain the expense
• Amount: cost of the expense

Your columns should reflect common expenses in your business. If you regularly take out clients for coffee or dinner, you need a “travel and meals” column. If you drive a vehicle for business purposes, you need a “car and truck expenses” column, according to The Balance.

Expense reports can separate out expenses by tax category, like rent. This is because the IRS allows businesses to claim some expenses as deductions and asks them to break out the totals by category.

These categories include:

• Advertising
• Car and truck expenses
• Employee benefit programs
• Office expenses
• Pensions and profit-sharing plans
• Rent or lease
• Repairs and maintenance
• Taxes and licenses
• Travel and meals

3. Add Itemized Expenses

Add each expense on a new line, being sure to fill out as much information as possible. Be sure to indicate what client and project the expense is for to ensure accurate tracking.

Enter your expenses in chronological order so the most recent expense is at the end. Add the amount of each expense, tax included.

4. Add up the Total

Each category has a subtotal on an expense report and then a grand total of all expenses. You can add this feature to your expense report template, if you like, so you can better see how you’re spending in each category.

Then find the total. Account for any previous over or under payments, if you’re reimbursing an employee.

5. Attach Receipts, If Necessary

Employees submitting expense reports for reimbursement will absolutely need to attach receipts to justify their claims. If printing the expense report, tape the receipts onto a piece of printer paper and photocopy them so you can keep the originals.

If submitting the expense report electronically, scan the receipts using the receipt scanner app and attach them as files. Only then can an employee be reimbursed.

Even if you’re a business owner generating an expense report to track spending, it’s essential to keep your corresponding receipts or invoices. If you’re deducting expenses on your taxes, having a backup is necessary in case of an audit, as advised by The Balance. For small business owners, understanding how to invoice as a sole proprietor is crucial; it aids in ensuring proper documentation of your expenses, facilitates tax deductions, and maintains financial transparency.

6. Print or Send the Report

Now your expense report is ready. First, double check your work, especially the figures and the total.

Expense-tracking software can export your report to Excel so you can print or share it more easily.

An expense report is typically a spreadsheet. The following items can typically be found on an expenses spreadsheet:

• The name of the company
• Date range or time period
• Columns such as date, description or explanation, code, category columns such as “fuel or mileage”
• A list of expenses
• An area for the manager to sign off on the expenses

An expense sheet is the same as an expense report. To create an expense sheet, follow the steps above.

In short, the steps to create an expense sheet are:

• Choose a template or expense-tracking software
• Edit the columns and categories (such as rent or mileage) as needed
• Add itemized expenses with costs
• Add up the total
• Attach or save your corresponding receipts
• Print or email the report

How Do I Manage My Expenses in Excel

Creating an expense report spreadsheet in Excel is a simple way to manage your expenses.

You have a couple of options. You can download an Excel expense report template. It has typical business and travel expense categories and automatically calculates the total for you.

You can also create your own Excel spreadsheet from scratch:

• Open a new Excel spreadsheet
• Write the name of your company, time period being tracked and your name in the upper left hand fields
• Leave one row black. Make columns to categorize your expense information. Standard columns, from left to right, include Expense, Type, Date and Amount.
• Itemize your expenses, from the least recent to most recent
• Add up all the expenses and include the amount at the bottom. Write “Total” beside it.
• Print out or email the expense report

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How an expense report template can improve cost control (with examples)

An expense report is a form submitted by anyone in an organization who incurs business expenses. These reports help companies track spending and reimburse team members for qualifying purchases. In this piece, we’ll teach you how to use an expense report template and explain what the submission process typically looks like. We’ll also review the differences between traditional and digital expense reporting.

Though some business expenses are regular and recurring, every company also has a variety of sporadic purchases for ad hoc needs like the ones mentioned above. Expense reporting is crucial for completing reimbursements and keeping track of overall spending. In this piece, we’ll explain how to use an expense report template and the differences between traditional and digital reporting.

What is an expense report?

An expense report is a form submitted by anyone in an organization who incurs business expenses. You use a budget to plan expenses before they occur, but expense reports track expenses after they occur.

There are various types of expense reports, with some catering toward internal expenses and others focusing on external spending. You can create expense reports that are used to capture recurring expenses within a certain time period. You can also create expense reports for ad hoc purchases that happen during an unspecified time range within one expense category. Expense categories may include:

Travel expenses

Office expenses

Wages and benefits

Repairs and maintenance

Expense reports should display the information needed to reimburse the spender and track the expense. These components may include:

Date of expense

Vendor or service provided

Whether the expense is allocable to a specific client or project

Total amount paid (including taxes, commissions, and fees)

Type of expense

Traditional expense reporting vs. digital

Anyone within a company can incur business expenses. As a project manager, you may be in charge of larger purchases like monthly subscriptions and client fees, but other team members may also make business purchases that require reimbursement, like travel expenses. 

Because expense reporting spans across departments and projects, the tracking process should be easy to understand and access. Printable expense reports are simple enough, but combining expense reporting with project management software allows you to submit, track, and budget costs in one place.

How to use an expense report template

Most expense report templates have a simple table format, and your company may provide a standardized set of forms for you to use across all departments. Aside from report creation, you’ll need to understand how to use and submit these reports so you can get reimbursed for any money you spend. When in doubt, refer to your internal company policies and ask your finance team for more information.

Below, we cover the typical steps involved in submitting an expense report. However, before you submit an expense report, you should always check with your internal finance team to make sure they don’t have a specific system or format in place. In a similar vein, the finance team is usually the final approver on any business expense—that way, they can ensure your business expenses are accurate.

1. List expenses that meet template criteria

The first step in expense reporting is the reporting itself. If you’re using a time-based expense report template, you’ll list every business expense you incur within the specific time period and fill out any information the template asks for. If you’re using a category-based expense report template, you’ll use the report to track recurring expenses within that category. You may also need to submit an expense report for a one-off expense, like a reimbursement for an annual conference fee or a donation your company agreed to match.

Some best practices for listing expenses on any type of expense report include:

Keep receipts of every expense you incur so the finance team can verify the information you’ve reported.

Place every expense you incurred on a separate line.

Break down subtotals from taxes and tips to make bookkeeping easier.

Describe the expense’s purpose, and if it was for a project expense that you can charge to a client account.

List the payment method you used for the expense, such as a credit card or cash. 

Provide additional clarifying notes when necessary.

Tip: Digital expense reporting makes this step less complex because you can input expenses, upload receipts, and share your information on one platform. With physical reports, you’ll need to keep up with your report over an extended period and ensure it makes it into the hands of the right people. 

2. Submit your expense report for approval

Once you’ve completed your expense report, you’ll submit the report for approval. Every company has a unique team structure regarding who approves financial reports. Before submitting your expense report, check with your finance team to confirm the final expense approver. 

As a project manager , you may have to submit these documents to a department manager above you, or you may submit expense reports directly to the finance team. If a team member below you fills out an expense report, they may submit it to you for approval before it goes to the next person in charge. 

Tip: Because expense reports change hands frequently, there’s always a risk of it getting lost in the shuffle. Team members may lose track of physical documents more easily or pass them to the wrong people at the wrong time. With a digital system for submitting expense reports, you can create settings to send them where they need to go.

3. Make changes if necessary

Even if you’ve thoroughly reviewed your expense report, the finance team may have questions before they provide a stamp of approval. This doesn’t mean you’re in any trouble, but it means you’ll need to make any requested changes before you can receive an expense reimbursement. Some common changes you may need to make include:

Clarifying the expense type

Offering a detailed breakdown of pricing

The more details you provide on the front end, the less likely you’ll need to revise the report once you’ve submitted it. The goal is to receive approval quickly so you can reduce processing time for the finance team, get your reimbursement, and get back to work.

Tip: Changing a physical expense report can be tedious. You’ll likely need to find the original file for the report on your computer, compare notes from the report sent back to you, and make changes before printing out a new copy and resending it. With a digital report, you can complete all changes in one living document. 

4. Wait for finance team to report expenses

At this point, the finance team has hopefully approved your expenses. Typically, this concludes your involvement in the expense reporting process. However, if the expenses in question are project-related, you may need to do some additional reporting. Make sure to include these expenses in the company budget or project budget to ensure you stay within project scope and on track with larger business objectives . 

Tip: Visualizing the financial plan of a project or company is challenging without project management software . By inputting the costs from your expense reports into a greater cost management system, you can view where you’ve spent money and make strategic financial plans for the future. 

5. Receive reimbursement

During the final step, you’ll be reimbursed for any qualifying expenses you’ve incurred. This completes the reporting process—until you incur new expenses and begin the process again. 

Tip: The reporting process can get hectic, with many people incurring expenses and their reimbursement cycles beginning and ending at various times throughout the year. This is why it’s crucial to have a strong process for everyone to follow. With online form automation, there’s less risk for mistakes and delays to occur. 

Expense report template and example

The example below shows a filled-out expense report template for a team member in the marketing department. Sally Brown listed her business expenses for the week of January 15th, which she submitted to her company’s financial team for approval. This weekly expense report has a lot of detail, including what each expense was for and a breakdown of the cost. 

When glancing at Sally’s report, you can see that she took a business trip to a marketing conference and drove to a photoshoot where she paid the model. 

You can download a copy of the weekly expense report template below. However, before using it, make sure your finance team approves the format and layout. Once they do, your team members can use this template to input business expenses, explain what the expenses were, and submit them for reimbursement.

Why are expense reports important?

One person or group of people within a company can’t be solely responsible for making business purchases. Not every team member will make purchases for a company, but having an expense reporting process can ensure that any time someone needs to submit an expense and receive reimbursement, they can.

Expense reports are important because they:

Track team and company spending

Improve cost control by showing where costs can be reduced

Determine profitability by deducting expenses from gross revenue

Reimburse employees for business expenses

Money is one of the most important things to monitor within a company, and expense reporting is one piece in the larger cost management puzzle.

Use online forms to report expenses and monitor company budgets

Printable expense reports can be helpful when team members need a quick way to list their purchases, but using online forms will take your company’s financial monitoring to the next level. If you want a flexible system that lets you make changes, automate submissions, and share documents with ease, then digital reporting is a no-brainer. With Asana , you can create a standard intake process that makes it easy to input expenses and deliver reimbursements.

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What is an expense report?

In any organization, employees might incur business expenses that they end up paying for out of their own pockets. This ranges from travel-related expenses and client luncheons to office supplies or tech devices. Because these expenses are incurred on behalf of the firm, employees will request reimbursement for any amount they paid by submitting an expense report.

An expense report contains a categorized and itemized list of expenses that were made on behalf of the organization. This report helps the employer or finance team determine what money was spent, what was purchased, and how much of the expenditure is approved for reimbursement. Having said that, the merits of expense reports are not restricted to reimbursement claims. They also make it easier for businesses to file tax returns, claim tax deductions, and complete audits.

In this guide, you will learn all about expense reports—what they contain, why they are important, and most importantly, how to create them.

When an employee requests reimbursement for business expenses they paid for with their own money, these expenses are outlined on a paper or digital document called an expense report. Typically, these expenses are organized by categories, such as office supplies, meals, or mileage. They are also itemized so that multiple entities are listed along with their individual costs. This allows for more detailed auditing during the approval process than only listing the total amount of expenses incurred. Usually, an expense report is also submitted with the corresponding receipts for each itemized purchase.

Expense reports help track business spending and are usually generated on a monthly, quarterly, or yearly basis.

Monthly and quarterly expense reports are essential to track all the purchases a firm has made within that period. These reports are used to check if the spending is within the organization’s budget and to identify areas where costs can be cut to maximize profits.

Yearly expense reports are used to deduct expenses on the firm’s tax returns.

Expense reporting process

Once an employee or department has submitted their expense report, their line manager or department head reviews the report for legitimacy and accuracy. Based on this validation, they can either approve the report and forward it to the finance team for reimbursement or reject it in case of a policy violation. After reimbursement, the finance team records the reimbursed amount as a business expense that impacts the accounting profits and taxable profits of the firm. Receipts and records of expense claims are then stored securely for external audits.

At times, employees are provided a certain amount in advance to cover business expenses. In those cases, expense reports are used to tally expenditures made against an advance payment. The finance department would still record the reimbursed amount as a business expense, but there would be no reimbursement and the finance team would simply deduct the total cost incurred from the employee’s advance.

Contents of an expense report

Information about the employee submitting the report (name, department, designation, contact details, etc.)

A date and amount for each expense (correlating to the date and amount on the attached receipt)

Type of expense (meals, mileage, internet, etc.)

The merchant or vendor from whom the item was purchased

The client or project it was purchased for (if applicable)

The account to which the expense is to be charged from your firm’s chart of accounts

Additional descriptions about each expense

A subtotal for each type of expense and the total cost of the expenses, including tax

A subtraction for prior advances paid to the employee (if applicable)

Why do we need expense reports?

Here are a few benefits of generating expense reports:

Facilitates efficient expense tracking and cost control

Cost control ideally begins with reviewing expense report data. This helps in tracking your firm’s spending over time by giving you a clearer picture of how much money is being spent and what it’s being spent on. You can also decipher how much your employees are spending with respect to different expense categories, check which categories are driving the costs up, and strategize on how to reduce or eliminate these costs. Analyzing these reports also helps you identify loopholes in expense policies that lead to increased expenditure and decide which vendors to prioritize and which ones to let go.

Helps with budgeting

Budgets are absolutely key to running a business smoothly. Detailed and accurate expense reports help with structuring a strong and informed financial plan for your organization’s future. This allows more appropriate budgets to be allocated for various projects and departments. With consistent expense reporting, you can verify if the different departments or projects are adhering to their budget thresholds in order to keep your business financially secure in the long run.  

Makes for accurate reimbursements

If an employee has paid for business expenses out of their pocket, they would want a reimbursement that is accurate and fair. Luckily, you also want to make sure the request is fair so you aren’t paying more than you owe. Expense reporting puts a standardized process in place where employees are made aware of what can and can’t be expensed, and it also gives organizations a faster way to determine if a claim is legitimate. An itemised expense report with receipts attached acts as solid evidence about when, where, and how any expenses were incurred, and whether they are compliant with your organization’s expense policy.

Simplifies tax deductions

Many business expenses incurred by your employees while at work are tax-deductible. However, you cannot claim deductions for expenses unless you have them properly recorded with proof that they were actually incurred. Some business owners use their bank account or corporate card statements as a source to list all their deductible expenses. However it’s important to note that these statements may not reflect all expenses. Expense reports, on the other hand, simplify the entire process of keeping track of deductible expenses and writing them off during tax season. All the finance team has to do is add up all the expenses that can be written off and input them into the appropriate tax forms.  

From receipt to reimbursement: The expense reporting process

Most firms choose between spreadsheets, templates, and expense reporting software to generate and track expense reports. In this section, we’ll learn how expense reports are created in two different ways—manually and using expense reporting software.

Manual expense reporting with custom templates

Since creating an expense report from scratch each time is a tedious task, some organizations equip their employees with customizable, ready-made templates to prepare reports in a spreadsheet or PDF format. Here are the steps involved in this type of expense reporting:

The employee documents their name, contact information, designation, the date range covered, and the business purpose of the report.

Next, they establish the right number of rows and columns to report the expenses. Certain firms have mandatory columns and categories to match the columns and expense categories in tax return forms.

Each expense is entered in chronological order with a brief description, where the most recent expense is listed last on the report.

Once all the expenses have been reported, the employee must calculate the subtotals of all the expense categories followed by the grand total. The subtotals help the finance team analyze how much is being spent on each expense category.

Finally, the employee must attach corresponding receipts for all the expenses mentioned above. They can either provide scanned copies of the receipts or photocopies, depending upon whether they are submitting the report digitally or not.

The report is submitted to the line manager or department manager, who will validate the report and check for policy violations or fraudulent claims.

On securing their approval, the report is forwarded to the finance team for reimbursement.

Automated expense reporting

Using expense report templates is a quick way to track expenses for small businesses. However, as your firm expands, it can become too time-consuming. With multiple departments processing several expense reports a day, you will want to switch to an automated expense reporting solution to track and manage these reports more effectively.

With an expense management system, your employees can generate expense reports on the go with just a few clicks. They only need to fill in the mandated fields on the form within the application or capture their receipts digitally. With the latter option, the expense data is extracted from these receipts, and itemized claims are created automatically.

Once this is done, all the expense claims can be grouped into a report and submitted with the tap of a button. Some applications are robust enough to gather unsubmitted expense claims from a date range automatically, group them, and submit them to the designated approver.

As an alternative, your employees can connect their bank account, credit/debit card, or corporate card to the expense reporting software. Statements can then be imported automatically, or card transactions can be fetched directly from the card provider. This makes it easier for your employees to convert these transactions to expense claims.

The line manager or department manager will review the reports submitted to them and check for warnings or notifications regarding policy violations, fraud, or duplicate expenses. Approvers can set up auto-approval for reports with no warnings and auto-reject for reports that don’t meet the criteria.

Upon review, the approved report is forwarded to the finance team so reimbursements can be distributed.

Switching to expense reporting software

Filing expense reports covers the first half of the expense management process. Staying on top of your business expenses also involves maintaining policy compliance, timely reimbursements, successful expense audits, and more. This is where an expense management solution like Zoho Expense can help. It removes the need for manual data entry and paperwork by providing multiple ways to record expenses on the go. Zoho Expense:

Automates report generation and submission

Supports multiple expense policies

Weeds out policy violations and fraudulent expenses

Increases spend visibility with intuitive dashboards and analytical reports

All of these features help save you a great deal of time and money, all while keeping your employees productive and satisfied. Try Zoho Expense for free today to streamline your expense management process.

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Blog – Creative Presentations Ideas

infoDiagram visual slide examples, PowerPoint diagrams & icons , PPT tricks & guides

10 Slide Ideas for Financial Report Presentation

Last Updated on April 30, 2024 by Anastasia

Working on a company financial report, and want to make it different this time? Financial reviews full of data and analysis are typically difficult to digest by non-financial audiences, and it can be challenging to communicate the meaning behind the figures. If you want to disclose your quarterly or annual numbers in a simple and understandable way to your key stakeholders, check our blog for examples and inspiration.

A financial report is a management tool used to communicate key financial information to both internal and external stakeholders by covering aspects of financial affairs with the help of KPIs, such as income statements, balance sheets, cash flow, or financial ratios analysis. See how to prepare structured and professional financial slides smoothly using PowerPoint tools.

All graphics examples presented below can be downloaded as an editable source. Explore the Financial Report and Performance Indicators Presentation for PowerPoint.

Get inspired by seven examples of how you can illustrate the components of your financial report presentation and a quick instruction on how you can create a P&L Statement table using simple design tricks.

Visualize your key financial indicators

Such a general slide with a financial report presentation summary will help to analyze the big picture and ensure you’re on the same page with the audience.

You can list the common key indicators such as Global Net Revenue, Like for Like Growth, Cash Conversion Cycle, and Profit Before Tax. A neutral background picture makes the slide more attractive and circles with highlights on the right help to stay focused on important numbers.

Show revenue and profit snapshots on one dashboard slide

This slide shows how you can summarize net sales and profitability evolution using gauges and a simple bar chart. The dashboard illustrates typical profitability measures: Net Sales, Operating Expenses, EBIDTA, and PBT as easy-to-read gauge charts. The profit growth over the years is shown as a clear bar chart.

Illustrate revenue highlights with clear charts

If you’d like to include additional data, for example, revenue highlights over time or regions, you can do it as on the slides above. The first one presents a sales distribution breakdown by months and categories. The second slide example presents sales split by worldwide market geographies on a world map as a light background underlining the location of the markets.

Small elements, like pin icons, doughnut charts, and color-coding will help you add a professional look to your presentation.

Pro tip: To help non-financial people digest the data, keep your slides short, don’t stuff them with jargon words . Use illustrations, and make the most essential data points clearly visible.

Include balance sheet and cash flow tables

The very common problem is the unreadability of massive tables. The balance sheet and cash flow statement will be definitely complex, as you need to squeeze many numbers inside.

Notice how color-coding is used for various table sections, and illustrative symbols, which don’t steal attention from the content, but rather nicely add up. A text box aside can be used for your comments or notes.

Compare key drivers of revenue growth

To illustrate the comparison of several growth drivers, you can apply such stacked bars.

Notice how specific drivers (E-commerce, Emerging Markets, Organic Growth, New Product Lines) are illustrated by corresponding icon symbols, all in one consistent style.

Visualize revenue analysis for each quarter in your financial report

To present an analysis of sales revenue over the year, you can use such a bar chart. It’s slightly enhanced by adding quarter signs over the data chart.

This data chart illustrates revenue analysis split by quarters and channels. If you have some comments or notes you’d like to discuss, we advise putting the most essential point in bold.

Present your financial metrics and indicators as a dashboard grid

Want to go deeper and include the analysis of some ratios? A good idea is to firstly remind your audience what are those indicators and what exactly they show.

If you have more items to show on one slide, it’s good to organize them into some regular grid. Make sure all elements are aligned to make it look professional.

If you have more items to show on one slide, it’s good to organize them to some regular grid.

You can include general definitions and development of key financial analysis ratios e.g. growth, profitability, liquidity, efficiency, solvency, and capital market ratios. On the slide example, you can see the capital market ratios KPI line chart which shows the Dividend Yield and P/E Ratio change over the years.

Guide on how to redesign P&L Statement to a stylish table

Here’s a step-by-step guide on how you can create a P&L Statement table using simple shapes, icons, and a few tricks that will save you time.

1. Use simple PowerPoint shapes to create a stylish table design.

2. Adjust your source P&L table to be readable.

The trick is to have enough margin inside the table cell.

3. Enhance the table header

Add ribbon shapes as an additional header row to make the table look nicer.

4. Redesign the first column

You can add stylish arrows in a place of 1st table column.

5. Enrich your table with icons and a background picture.

See the whole instruction and other visual examples here: How to Create an Effective Company Financial Report Using PowerPoint.

Need to prepare a broader annual report and focus on business highlights? See how to create a comprehensive overview of activities using graphs, icons, infographic elements, and data-driven charts in this blog .

Resource: Financial Report and Performance Indicators Presentation

The graphics in this blog are a part of our financial report layouts collection. Our financial review deck incorporates 30 infographic slide templates for a financial summary overview, balance sheets with assets and liabilities, financial analysis presentation, income statements, profit and loss reports, revenue and profit snapshots, cash flow statements, explain types of financial ratios, key growth drivers, or breakdown of your operational expenses.

You can reuse graphs and charts, and tailor them to your needs in order to make your slides clear and easy to understand. See the full deck here:

Financial Report and Performance Indicators PPT Presentation

Using concise, modern images will make your PowerPoint structured and consistent. To make your presentations even more appealing, consider also using this collection of professionally designed diagram layouts .

More Resources to Get Inspired

If you’re looking for more design inspiration, check our movie guide on how to present financial reports, financial analyses, and financial highlights professionally (you’ll find many more practical tips on our YouTube channel):

Subscribe to the newsletter  and follow our  YouTube channel  to get more design tips and slide inspiration.

Free Excel Expense Report Templates

By Andy Marker | December 13, 2022

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We’ve gathered the top expense report templates for Excel and included tips on how to use them. Fill out and submit these forms to your financial team to reimburse employees and to track deductions for your organization’s taxes. 

On this page, you'll find the most effective expense report templates for Excel, including a simple expense report template , an expense tracker template , a business expense report template , an e mployee expense report with mileage template , and weekly and monthly expense report templates . Plus, find tips on how to create an expense report in Excel .

Simple Expense Report Template

Download the Sample Simple Expense Report Template for Excel Download the Blank Simple Expense Report Template for Excel

This basic expense report template simplifies the business expense process for employees. Enter the primary purpose for each expense, employee name, employee ID, department, and manager. For each expense, provide the date, a description, and category details. As you enter each line item, the template automatically calculates your total expenses. Add any advances to the template to calculate the total reimbursement amount.

For free small business expense report templates and resources, see this collection of small business expense reports, trackers, and spreadsheets templates .

Expense Tracker Template

Download the Expense Tracker Template for Excel

Account for every expenditure with this comprehensive, easy-to-use expense tracker template. For each expense, simply enter the date and method of payment, who the expense was paid to, a brief description, and the amount paid. The Subtotal column keeps a running tally of your expenses as you enter line items so you can track your expenses at a glance. This template is an excellent way to streamline receipt tracking and to ensure quick reimbursement. 

For more tips and resources, check out this list of free expense report templates .

Business Expense Report Template

Download the Business Expense Report Template for Excel

This all-inclusive business expense report template helps employees and employers keep expenses and receipts in order. By doing so, companies can ensure that each authorized expense is approved for reimbursement as quickly as possible. This customizable template also includes a section to itemize expense types not included in the pre-built column headers so that you can capture all of your expenses. This unique template automatically calculates your total expenses and total reimbursement and includes space for recording approvals..

Take a look at this expense tracking and reporting template set for more help optimizing your expense reports.

Employee Expense Report with Mileage Template

Download the Employee Expense Report with Mileage Template for Excel

Designed with transportation expenses in mind, this employee expense report with mileage template is perfect for tracking reimbursable miles or kilometers traveled. Use the template’s built-in odometer-reading fields to calculate each distance driven, and record the reason for travel, such as driving to the airport, a client meeting, or an offsite social gathering. In addition to  tallying your expense totals, the template also helps you track total distances driven so you can ensure the most accurate and timely reimbursement possible. 

If you’re looking for expense reports in a Google Sheets format, check out this collection of free Google Sheets expense report templates and business expense trackers.

Weekly Expense Report Template 

Download the Weekly Expense Report Template for Excel

Get week-by-week reimbursements from your employer with this weekly expense report template. For each day of the week, enter expenditures by category, such as lodging, mileage, or meals. In addition to helping you track expenses paid by the employee, the template also includes a section to track expenses paid with company funds. Use this section to keep track of all expenses and reimbursement amounts.

Monthly Expense Report Template 

Download the Monthly Expense Report Template for Excel  

Enter your day-to-day expenses in the monthly tabs of this user-friendly expense report template to create a comprehensive dashboard view of month-by-month expenditures. Use this template to quickly and easily create a thorough document of your monthly and annual expenses. This customizable template can be adjusted to change expense categories so that you can account for every expense.

How to Create an Expense Report in Excel

The most effective way to create an expense report in Excel is to use a preexisting expense report template. Select an Excel expense report template from this page, and plug in your expenses for timely reimbursement from your employer. 

To get started with your claim for reimbursement for your travel or other business expenses, download an Excel expense report from this page. Next, save a copy of the template using your organization’s file naming conventions.

Once you have selected and downloaded your template, follow these steps to create your expense report: 

• Open the Document: Open your expense report template in Excel. 
• Employee Name: Enter the name of the person requesting reimbursement. 
• Employee ID: Enter that employee’s unique ID number. 
• Manager: Enter the name of the approving manager. 
• Department: Identify the department issuing the reimbursement. 
• Purpose: Provide the purpose of the expenses. 
• Statement Number: Assign a statement number to the report.
• Pay Period: Select a date range for the expenses. 
• Date: List the date the expense was paid.
• Description: Briefly describe the expense.
• Air and Transportation Cost: List the amount of any travel-related expenses. 
• Lodging Cost: List any costs related to accommodations. 
• Fuel and Mileage Cost: Record the amount spent on gas or the total mileage at the beginning and end of expensed car trips.
• Meals: Record the cost of any business meals. 
• Entertainment: Record the cost of any reimbursable entertainment purchases. 
• Other: Record any additional expenses. 
• Calculate the Total Expenses: Once you’ve entered each individual expense, calculate the subtotal of all expenses paid. Most templates will calculate this amount automatically.
• Enter Any Advances: Include any money that was advanced to the employee requesting reimbursement. 
• Calculate the Total Reimbursement: Subtract any advances from your total expenses. Most templates will calculate this amount automatically. 
• Submit Your Expense Report: Submit your completed report, including all receipts, to your manager or other authorizer so they can complete the authorization section and quickly issue reimbursement.

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When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

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Expense Report Training

Mar 15, 2019

250 likes | 408 Views

Expense Report Training. s martdata.gen2. Agenda. Overview of Expense Reporting Logging on Creating an Expense Report Account allocation Splitting transactions Adding receipt to transactions Adding mileage transactions Adding out-of-pocket transactions Submitting for approval

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• expense report
• cost allocation
• expense type
• expense report level
• expense type dropdown box

Presentation Transcript

Expense Report Training smartdata.gen2

Agenda • Overview of Expense Reporting • Logging on • Creating an Expense Report • Account allocation • Splitting transactions • Adding receipt to transactions • Adding mileage transactions • Adding out-of-pocket transactions • Submitting for approval • Printing Expense Reports January 2014 Page 2

Create Expense Report & Select Transactions Split & Allocate Transactions Add Mileage & Cash Expenses Submit for Approval Approving Manager can reject or approve • Closing Finance Group can reject or close the report Expense Report Management Introduction • The expense reporting feature allows Smith College to do workflow-based expense management. The expense report workflow and approval steps are defined by the College to help meet their expense approval business needs. Expense Report Features and Work Flow Process January 2014 Page 3

User Login Application Access: Click, type or copy and paste the link below into your browser (save as a favorite for easy access) https://smartdata.jpmorgan.com/ You will receive two emails from MasterCard Worldwide. One containing your User ID and the other one containing a temporary Password. User IDs and Passwords are case-sensitive. Use these credentials to login for the first time. You will be prompted to change your password and enter additional data. HINT: Copy and paste the temporary password from the email into the application. January 2014 Page 4

User Login: New Password and Security Questions • Enter the temporary password (copy and paste) • Create a new password – must be 8 digits and contain at least 2 numbers • Choose a password reset Security Question from the list and enter your answer • Click Submit • You will now be prompted to setup 3 Challenge Questions and Answers • You will be required to answer one randomly selected Challenge Question each time you login NOTE: User IDs and Passwords are case sensitive. January 2014 Page 5

Cardholder Login: Home Screen • Account Activity – at-a-glance view of existing expense reports – status, amount and date submitted • Non-Expensed Transactions – cardholders can quickly see the last 5 outstanding transactions • Inbox - where you find Expense Reports you have scheduled to print • Resource Center – View Smith College expense policies as well as other helpful information • Create New – allows easy creation of a new expense report January 2014 Page 6

Creating Expense Reports: Step 1 - Selecting Transactions • Easy-to-follow wizard navigation with Progress Panel • Read the customized instructions at the top of the screen • Change the report description to month name and year • Select the appropriate transactions Note: Transactions may take 24-48 hours to load into the application after they post to your card account. Some merchants, such as taxis, may take longer to post than others. • Click the Next Button at the bottom of the page January 2014 Page 7

Create Expense Report: Step 2 – Split and Cost Allocation • Cost Allocate transactions by clicking on the cost allocation icon to allocate transactions one at a time • Click the “Expand All” link to open all transactions for allocation at the same time January 2014 Page 8

Create Expense Report: Step 2 – Split and Cost Allocation cont… • Select the Personal check box if the transaction was accidentally charged to Smith College for a personal purchase • Upload a receipt image for each transaction by click the Add Receipt Icon • Enter the required details of the transaction in the Expense Description field if the Expense Type is not populated • Enter the required information in the Expense Type fields if the Expense Type dropdown box is populated January 2014 Page 9

Create Expense Report: Step 2 – Split and Cost Allocation cont… • Enter/confirm the correct value is in the Fund, Org, AccountorOrg and Account fields. (required) If using fund other than 101010, that fund number is required. • If applicable, enter a value in the Program, Activity, Location and Index fields. • “Copy to All on Page” can be used to copy the cost allocation values you choose in one transaction to all transactions on the page. Note: This will not copy the Expense Description to all transactions, only the cost allocation values. January 2014 Page 10

Create Expense Report: Step 2 – Tips and Saving Your Work • Tip: When selecting a value from a drop down list, you can start typing the value number in the Starts With: box to quickly jump to the value in the list. When you see the correct value, click on the value with your mouse to select. • Tip: Press Next, Back or Save buttons to save changes on any workflow screen. On the Split and Cost Allocate screen, pressing the Split , Transaction Detail , or Addenda icons will save changes too. January 2014 Page 11

Create Expense Report: Step 2 – Splitting Transactions cont…. • A transaction can be split into parts so each part can be cost allocated to a different accounting code. • Each split has its own accounting details which may include purchase details, expense descriptions and accounting codes. All split amounts must add up to the total for the transaction • To split a transaction, click on the split icon next to the transaction to open the split transaction screen

Create Expense Report: Step 2 – Splitting Transactions cont…. • You will be able to split by Amount or Percentage – choose from the Split By: drop down • Specify the number of splits needed in the Split(s) box and click ADD • The transaction will be evenly split. Update the split amounts in either the amounts or percentages column • The Totals: row will total your splits and show if you are out of balance • Click Save once you are in balance to apply the splits and activate the account allocation screens for your splits • Go into each split by utilizing the account allocation icon or clicking the expand all link and update the coding • Click Save again to apply your changes • Click on the Expense Report hyperlink at the top of the page to return to your expense report

Creating Expense Reports: Step 2 – Attaching Receipts • Select the receipt status from the drop down list • Click on the receipt icon to attach an image of the receipt to the transaction January 2014 Page 14

Creating Expense Reports: Step 2 – Attaching Receipts cont… • Receipts can be attached at the transaction level or at the end of the expense report. If you choose to attach receipts at the end of the expense report all receipts must be scanned into one document. • Below is an illustration of a receipt attached at the transaction level • Transaction with a receipt image attached • Transaction without a receipt image attached (green arrow) • If your transaction has a red icon in the Additional Information section, click on the icon to view the information sent by the merchant. If the data matches your receipt, you do not need to upload a receipt for that transaction. January 2014 Page 15

Creating Expense Reports: Step 2 – Attaching Receipts cont… • Click on the “Upload” icon next to the corresponding transaction. • The “Add Receipt” box appears • Browse local drives for your saved receipt file • Receipt files must be .pdf, .jpg or .png • The file size limit is 4 megabytes • Click “Add” button to complete • Attaching receipts at the Transaction Level: January 2014 Page 16

Creating Expense Reports: Step 2 – Attaching Receipts cont… Attaching receipts at the Expense Report Level: • The last step in creating an Expense Report takes you to the Review screen. From this screen click “Add Receipt” button to add another receipt file, if needed. • All images to be attached here must be scanned into one document. • Receipt files must be .pdf, .jpg or .png • The file size limit is 4 megabytes January 2014 Page 17

Creating Expense Reports: Step 2 – Viewing Receipt Images • Click on the receipt icon for the transaction to view the receipt image attached • The receipt will pop up in a window to view • View/Print/Download • Print an image of receipt • Download an image file • Delete an image if needed January 2014 Page 18

Create Expense Report: Step 3 – Entering Mileage Transactions • Click the Next button to navigate to next process in the workflow which is Mileage Transactions. Note: If you do not have Mileage or Cash transactions you can skip those screens by clicking on the Submit for Approval workflow link. January 2014 Page 19

Create Expense Report: Step 3 – Entering Mileage Transactions • Click the “Add” button to add a line to enter your mileage transaction

Create Expense Report: Step 3 – Entering Mileage Transactions • Fill in all of the information and click “Next” to move the Cash Transaction page. Note: The Debit/Credit Code on this screen is asking the question, “Does this transaction debit the college or credit the college?”. This field defaults to Debit for mileage and cash transactions. There is no need to change it.

Create Expense Report: Step 4 – Entering Cash Transactions • Click the “Add” button to add a line to enter your out-of-pocket expenses • Fill all of the information, add your receipt image and click “Next” to submit your expense report for approval

Create Expense Report: Step 5 – Submit for Approval • The approval screen is a recap of your expense report • The amount due employee is the total of your mileage and cash transactions less any personal transactions • Click Add Receipt to add an additional receipt • Click the Schedule button to generate a hard copy of your expense report which will be emailed to you • Click the Submit button to submit to your manager for approval

Expense Report List Screen – Status and Rejected Reports • Once you submit your expense report for approval you will be taken to your Expense Report List. You can navigate to this screen anytime from the Home page or through the Expense Report menu option “View Expense Reports”. • You will see the status of your expense reports and the pending approver for your expense reports. • Click on the blue link for your expense report to open the report. You will be able to continue working on reports you started but have not submitted or print schedule an expense report to be created in PDF and sent to you. • If your expense report was rejected, click on the history icon to open the comments and view why the expense report was rejected. • Click on any of the blue hyperlinks for your expense report to open the report. You then will be able to update and resubmit your expense report.

Expense Report List Screen – Printing Expense Reports • You can create a pdf copy of your expense report from the approval screen before or after it has been submitted by clicking the schedule button. You will receive an email from “Online Reporting” containing a zip file which houses your expense report and all the attached images. • The report will also appear in the smartdata inbox on your home page. • The zip file is password protected with the password you use to login to smartdata. • When you click on any of the documents within the file you will be prompted to enter your password.

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