Employee Expense Report: Meaning, Process and Purpose

The Empuls Glossary

Glossary of Human Resources Management and Employee Benefit Terms

Why do we need expense reports?

Expense reports are essential for several reasons, including financial accuracy, compliance, and effective budget management. They help businesses in:

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Tracking business spend: By documenting each expense, companies can monitor and control their financial outflows, ensuring resources are used effectively. ‍
Reimburse employees: Expense reports provide a structured way to reimburse employees for business-related costs incurred, fostering a positive work environment and maintaining employee satisfaction. ‍
Compliance and audit: Detailed expense reports ensure compliance with internal policies and external regulations, making audits easier and more straightforward. ‍
Financial planning: Accurate tracking of expenses allows for better budgeting and financial forecasting, helping businesses plan for future expenditures.

What is an employee expense report?

An employee expense report is a detailed document that employees use to itemize and report all business-related expenses incurred during a specific period.

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Who can report employee expenses unreimbursed?

Not all employees are eligible to report unreimbursed employee expenses. Typically, the following can report these expenses:

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Employees with unreimbursed business expenses: Those who incur necessary and ordinary expenses as part of their job duties but are not reimbursed by their employer. ‍
Self-employed individuals: Self-employed people can also report business expenses on their tax returns, although they use different forms (Schedule C or Schedule F). ‍
Employees in specific occupations: Certain occupations, such as performing artists, fee-based government officials, and reservists, have specific provisions that allow for the reporting of unreimbursed expenses.

Why do we need expense reports?

Expense reports are essential for several reasons, including financial accuracy, compliance, and effective budget management. They help businesses in:

‍

Tracking business spend: By documenting each expense, companies can monitor and control their financial outflows, ensuring resources are used effectively. ‍
Reimburse employees: Expense reports provide a structured way to reimburse employees for business-related costs incurred, fostering a positive work environment and maintaining employee satisfaction. ‍
Compliance and audit: Detailed expense reports ensure compliance with internal policies and external regulations, making audits easier and more straightforward. ‍
Financial planning: Accurate tracking of expenses allows for better budgeting and financial forecasting, helping businesses plan for future expenditures.

What is the process of expense reporting from receipt to reimbursement?

The expense reporting process involves several steps, from collecting receipts to reimbursing the employee. Here’s a detailed breakdown:

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Collect receipts: Employees gather receipts for all business expenses incurred during activities such as business trips, client meetings, and office supply purchases. ‍
Create an expense report: Using an expense report template or expense reporting software, employees compile all expenses into a single report, categorizing them by type of expense (e.g., travel, meals, office supplies). ‍
Submit the report: The completed expense report, along with attached receipts, is submitted to the finance team for review. Automated expense reports can streamline this process, making it less time-consuming. ‍
Review and approval: The finance team reviews the submitted report, verifying the legitimacy of each expense and ensuring compliance with company policies. This step may involve using accounting software to track expenses accurately. ‍
Reimbursement: Once approved, the finance team processes the reimbursement, ensuring that employees are reimbursed for the expenses incurred. This can be done through a direct deposit to the employee’s bank account or via a company credit card.

What should be included in an expense report?

Things to should be included in an expense report:

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1. Employee information

Name: Full name of the employee submitting the report. ‍
Employee ID/Number: Unique identifier for the employee within the company. ‍
Department/Team: Department or team to which the employee belongs. ‍
Contact Information: Email address and phone number for communication purposes.

2. Expense details

Date: Date(s) on which the expense(s) was/were incurred. ‍
Description: Brief description of each expense item (e.g., meal with client, taxi fare to airport). ‍
Type of expense: Categorization of expenses (e.g., travel, meals, lodging, entertainment, office supplies). ‍
Amount: Cost incurred for each expense item in the local currency. ‍
Currency conversion (if applicable): For expenses incurred in foreign currencies, provide the conversion rate used for reimbursement purposes.

3. Receipts

Attached copies: Copies or scanned images of receipts for each expense item. Receipts should be legible and clearly show the date, vendor name, items purchased, and total amount paid. ‍
Original receipts: In some cases, original receipts may be required for audit purposes or if specified by company policy.

4. Purpose of expense

Business purpose: Explanation of why the expense was necessary for conducting business (e.g., attending a conference, meeting with a client, purchasing office supplies). ‍
Client/project name (if applicable): Specify if the expense is related to a particular client or project, which may be required for client bill-backs or project cost tracking.

5. Travel details (if applicable)

Destination: Location(s) traveled to for business purposes. ‍
Duration: Dates and duration of the business trip. ‍
Mode of transportation: Specify whether travel was by air, train, rental car, etc. ‍
Accommodation details: Name and location of the hotel or lodging where stay occurred.

6. Total amount claimed

Subtotal: Sum of all individual expense amounts claimed for reimbursement. ‍
Currency: Clearly state the currency used for the total amount claimed.

7. Approvals and signatures

Employee signature: Signature of the employee certifying that the information provided is accurate and the expenses were legitimately incurred for business purposes. ‍
Supervisor/manager approval: Signature of the employee’s supervisor or manager indicating review and approval of the expense report. ‍
Date: Date of submission and approval of the expense report.

What is the purpose of an employee expense report?

An employee expense report serves several crucial purposes within an organization, all aimed at maintaining financial accountability, transparency, and efficiency:

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1. Tracking business spend

Expense Documentation: It provides a detailed record of all business-related expenses incurred by employees, categorizing them into types such as travel, meals, lodging, and office supplies. ‍
Expense Categories: By categorizing expenses, businesses can track where funds are allocated and identify areas where spending can be optimized.

2. Reimbursement Process:

Reimburse employees: The primary purpose is to facilitate the reimbursement of employees for out-of-pocket expenses related to their job duties, such as business trips or client meetings. ‍
Policy adherence: Ensures that all reimbursements align with company policies and procedures, preventing unauthorized or excessive spending.

3. Compliance and audit trails:

Compliance assurance: Provides a clear audit trail for financial compliance purposes, ensuring that expenses are accurately reported and justified. ‍
Tax deductions: For tax purposes, expense reports help in claiming deductions for business-related expenses, supporting accurate tax filings.

4. Financial planning and budget management:

Budget control: Helps finance teams monitor and control company expenditures, enabling better financial planning and forecasting. ‍
Decision making: Provides data insights into spending patterns, allowing businesses to make informed decisions about resource allocation and cost-saving strategies.

Employee pulse surveys:

These are short surveys that can be sent frequently to check what your employees think about an issue quickly. The survey comprises fewer questions (not more than 10) to get the information quickly. These can be administered at regular intervals (monthly/weekly/quarterly).

One-on-one meetings:

Having periodic, hour-long meetings for an informal chat with every team member is an excellent way to get a true sense of what’s happening with them. Since it is a safe and private conversation, it helps you get better details about an issue.

eNPS:

eNPS (employee Net Promoter score) is one of the simplest yet effective ways to assess your employee's opinion of your company. It includes one intriguing question that gauges loyalty. An example of eNPS questions include: How likely are you to recommend our company to others? Employees respond to the eNPS survey on a scale of 1-10, where 10 denotes they are ‘highly likely’ to recommend the company and 1 signifies they are ‘highly unlikely’ to recommend it.

Based on the responses, employees can be placed in three different categories:

Promoters
Employees who have responded positively or agreed.
Detractors
Employees who have reacted negatively or disagreed.
Passives
Employees who have stayed neutral with their responses.

What is the difference between an invoice and an expense report?

While both documents involve financial transactions, invoices and expense reports serve distinct purposes:

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1. Invoice

Issuance: An invoice is typically issued by a supplier or vendor to request payment for goods or services provided to a company. ‍
Format: It includes detailed information such as itemized charges, quantities, prices, and payment terms. ‍
Recipient: Invoices are sent to the company's accounts payable department for processing and payment.

2. Expense report

Origin: An expense report is generated by an employee to request reimbursement for business-related expenses paid out of their own pocket. ‍
Content: It details expenses incurred, including dates, descriptions, amounts, and supporting receipts. ‍
Approval: Expense reports require approval from supervisors or managers before reimbursement is processed by the finance team.

What are the employee expense report best practices?

To streamline the expense reporting process and ensure accuracy and compliance, organizations can follow these best practices:

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1. Use of expense reporting software

Implementing expense reporting software automates the creation, submission, and approval of expense reports.
Enables real-time tracking of expenses and ensures consistency in reporting standards.

2. Establish clear expense policies

Develop and communicate clear guidelines on what expenses are reimbursable and under what conditions.
Educate employees on policy updates and expectations regarding documentation and submission deadlines.

3. Standardize expense report templates

Provide employees with standardized expense report templates that include required fields for essential information (e.g., dates, descriptions, amounts, receipts).
Ensures uniformity and makes it easier to review and process reports.

4. Encourage timely submission

Set deadlines for submitting expense reports soon after expenses are incurred to expedite reimbursement and maintain accurate financial records.
Reduce the risk of lost receipts or forgotten expenses by encouraging immediate documentation.

5. Ensure proper documentation

Require employees to attach scanned copies or digital images of receipts for each expense item claimed.
Verify that receipts are legible and include necessary details like vendor name, date, and total amount paid.

6. Implement approval workflows

Establish clear approval workflows where expense reports are reviewed and approved by supervisors or managers.
Ensure that approvals are documented and stored for audit purposes.

7. Monitor and analyze spending patterns

Regularly review expense reports and analyze spending patterns to identify opportunities for cost savings or budget adjustments.
Use insights to make informed decisions about travel policies, vendor negotiations, and resource allocation.

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The Empuls Glossary

Why do we need expense reports?

What is an employee expense report?

Who can report employee expenses unreimbursed?

Why do we need expense reports?

What is the process of expense reporting from receipt to reimbursement?

What should be included in an expense report?