How to Write an Expense Account

Employees incurring expenses while performing their jobs are usually reimbursed after providing an accounting of the expenses. The employee must gather complete information about the expenses and submit the information in an expense report. Expense reports list various expense categories such as air travel and entertainment for clients. Some employers provide online tools for completing the expense report by computer and then printing it, if necessary, for submission.

Instructions

1

Review your company's policy for writing expense reports. Ideally, review the policy before incurring expenses. The company may have specific spending limits on air travel, hotels and meals. Also, the company may not cover all expenses associated with a trip, such in-room movies at a hotel or alcoholic beverages.

2

Gather receipts, if necessary. Company guidelines may require a receipt for every expense except for tips. Or the guidelines may require receipts only above a specific amount.

3

Get your employer's official expense report form. Write the expense report by filling out the form. Typical information includes your name, Social Security number, employer ID, department and purpose for the trip or expense. Also include details of each expense in the proper spaces on the expense report. Most expense reports have columns for air travel, hotels, ground transportation, meals, telephones and other expenses. Refer to your receipts as you list the information.

4

Use a calculator, if necessary, to double-check your math.