How to Properly Complete a Travel Expense Report After a Business Trip: Tips and Required Documents

When sending an employee on a business trip, it’s important to remember that documents are prepared not only before it begins, but also after. Properly completing an expense report is the key to timely reimbursement of expenses and a guarantee of no accounting errors. It’s important to follow all the rules to document expenses and ensure transparent settlements. And TravelHub will help with organizing corporate business trips.

What is an expense report?

An expense report is a document in which an employee lists the funds spent, along with supporting documents that confirm the expenses incurred during the business trip. It must be submitted within 15 business days from the end of the business trip, excluding the day of arrival. 

It is needed so the accounting department can promptly reimburse business travel expenses. 

How do you prepare an expense report correctly?

In an expense report, you need to include important information about the trip. The exact form of the document is not regulated by law, but it’s best to include as much detail as possible:

• Employee and business trip details (full name, position, duration);
• The purpose and location of the business trip (task description, address);
• A detailed breakdown of expenses (amount, date, description);
• The total amount spent and a list of supporting documents.

What documents are required to complete an expense report?

You must attach documents that allow you to officially confirm expenses for lodging, transportation, and other costs as agreed with the employer:

• Cash register receipts and sales slips (you should specify that they must be obtained when booking hotels for business trips);
• Invoices, receipts;
• Transportation tickets;
• Invitations or business trip certificates (to confirm the length of the business trip).

Filling out tips

Preparing an expense report is a serious and important task, so you need to carefully review all the information. Enter amounts without errors and do not round them. Don’t put off filling out the report, complete it right after you return. Errors found after the document has been submitted to accounting must be corrected by crossing them out and adding a signature to prevent misunderstandings later on.

If needed, consult with accountants or use specialized software to automate this process, it will significantly simplify the work and reduce the risk of errors. And for convenient expense tracking, use the TravelHub business travel management service.