Travel expense report

Sums up a business trip with travel, accommodation and other costs – receipts attached, approved by the supervisor.

For: Businesses, field staff, clubs

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Fill in: by hand, typed, spoken or from your documents – the AI proposes, you review.

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Fields · Who fills in what

Details

Name (required)You, before sending
Staff numberYou, before sending
DepartmentYou, before sending
Cost centreYou, before sending
Destination (required)You, before sending
Purpose of the tripYou, before sending
Departure (required)You, before sending
Departure timeYou, before sending
Return (required)You, before sending
Return timeYou, before sending

Travel costs

Means of transportYou, before sending
Miles / km drivenYou, before sending
Rate per kmYou, before sending
Travel amountYou, before sending

Accommodation and meals

Date 1You, before sending
Absence 1You, before sending
Breakfast 1You, before sending
Lunch 1You, before sending
Dinner 1You, before sending
Allowance 1You, before sending
Date 2You, before sending
Absence 2You, before sending
Breakfast 2You, before sending
Lunch 2You, before sending
Dinner 2You, before sending
Allowance 2You, before sending
Date 3You, before sending
Absence 3You, before sending
Breakfast 3You, before sending
Lunch 3You, before sending
Dinner 3You, before sending
Allowance 3You, before sending
Date 4You, before sending
Absence 4You, before sending
Breakfast 4You, before sending
Lunch 4You, before sending
Dinner 4You, before sending
Allowance 4You, before sending
Date 5You, before sending
Absence 5You, before sending
Breakfast 5You, before sending
Lunch 5You, before sending
Dinner 5You, before sending
Allowance 5You, before sending
Nights (number)You, before sending
Accommodation amountYou, before sending
Total meal allowanceYou, before sending

Other costs

Other cost 1You, before sending
Receipt no. 1You, before sending
Amount 1You, before sending
Other cost 2You, before sending
Receipt no. 2You, before sending
Amount 2You, before sending
Other cost 3You, before sending
Receipt no. 3You, before sending
Amount 3You, before sending
Total (required)You, before sending
Advance receivedYou, before sending
To reimburseYou, before sending
Number of receiptsYou, before sending
RemarksYou, before sending
IBAN for the refundYou, before sending
Account holderYou, before sending
Checked and approvedfilled in by Supervisor

Signatures

Place, date – Signature travellerYou, before sending
Signature traveller (required)You, before sending
Place, date – Signature approvalfilled in by Supervisor
Signature approval (required)filled in by Supervisor

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Travel expense reportName *Staff numberDepartmentCost centreDestination *Purpose of the tripDeparture *DD/MM/YYYYDeparture timeHH:MMReturn *DD/MM/YYYYReturn timeHH:MMTravel costsMeans of transportChoice: Private car · Company car ·Train · Flight · Public transport ·OtherMiles / km drivenRate per kmTravel amountAccommodation and mealsMeals per travel day: hours away, tick the meals provided (breakfast, lunch, dinner), then theday’s allowance.Date 1Absence 1hBreakfast 1Lunch 1Dinner 1Allowance 1Date 2Absence 2hBreakfast 2Lunch 2Dinner 2Allowance 2Date 3Absence 3hBreakfast 3Lunch 3Dinner 3Allowance 3Date 4Absence 4hBreakfast 4Lunch 4Dinner 4Allowance 4Date 5Absence 5hBreakfast 5Lunch 5Dinner 5Allowance 5Nights (number)Accommodation amountTotal meal allowanceOther costsOther cost 1Receipt no. 1Amount 1Other cost 2Receipt no. 2Amount 2Page 1 of 2

Other cost 3Receipt no. 3Amount 3Total *Advance receivedTo reimburseNumber of receiptsRemarksIBAN for the refundAccount holderAmounts in the company’s currency. Check allowances (mileage, meals) and the reductions for mealsprovided against the rates currently applied in the company. Which costs are reimbursed followsthe company’s own rules.Checked and approvedPlace, dateSignature travellerPlace, dateSignature approval (Supervisor)Page 2 of 2

2 pages

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Has the template been legally reviewed?

No. The templates are operational structures for day-to-day work – not legal advice and not reviewed contract wording. Adapt them to your situation where needed.

These templates are operational structures for day-to-day work – not legal advice and not reviewed contract wording. Adapt them to your situation where needed.