Tracking employee expenses is something that you don’t want to leave to the devices of your employees. While some employees may be very good at tracking their expenses and reporting them back to you, others will struggle with this task or even create fraudulent expense requests. The only way that you can ensure that the expenses that are reported to you for reimbursement are accurate and properly billed to clients or bookkeeping accounts is to standardize the expense reporting requirements.
The first part of your expense report form will be a section to document the reporting employee’s personal information. This will include lines for their name, employee identification number, their department and any other information that you need for bookkeeping and payroll.
Another important section that you will want to develop on your employee expense report form is a code legend. The code legend will provide all of the billing codes and bookkeeping codes that the employee will need to fill out their expense report form. You will want to include codes for both billable and non-billable expenses. On the back of the form you can include customer codes, or if you prefer to keep these codes protected, you can have your employees keep a customer code list at their desk or workspace for the customers that they work with.
The center portion of your employee expense form will be your line items. The line items will include a section for a description of the expense, a section for the coding, a section for the dollar value and a section to check if there is a receipt available. The size of the rows and columns will need to make sense for the purpose of each box, as well as provide employees with enough space to write in.
It is a good idea to include a note section on your employee expense report. Here they can explain unusually expenses that they are requesting reimbursements for, they can give you a heads up for larger expenses that are coming up or to explain line items that seem odd or that need special processing. This is also where receipts can be attached to the expense form for expense verification and record keeping.
On the back of your employee expense report form you will want to print instructions for completing the form. These instructions should include both step-by-step written instructions as well as a visual example of how to fill out an expense report form. Finally, the instructions will include information about what receipts are required and which expenses can just be claimed using a per diem amount.