Be it a business, educational institution or a charity case, every penny counts. Travel expense is considered as a major expense. In order to place controls on this expense, policies and procedures are made in every organization. A part of these procedures is a travel expense log sheet which an employee needs to fill and submit. It helps in tracking the expense and reimbursing their claim. These templates and examples are provided here to help you with making one.
5 Steps to Make a Travel Expense Log
Step 1: For Whom It Is Being Made?
It is important to ascertain who will use this log. An individual can make one for himself or for a family person. In business, it will be used by employees or executives. In educational institutions, it can be made for students or staff. This is important because the items to be included in the log will depend on the user.
Step 2: Layout and Design
The layout and design of the log must be user-friendly. You do not want to design a template which the user will not be able to understand, do you? You can use the templates available on the internet or design your own sheet. Here you have to decide, whether it will be a detailed format or a summary format.
Step 3: Expenses to Be Included
It looks better if each major expense has a separate section. The items or expenses to be included will depend on the destination of the travel. If the travel is within the city, the expenses will differ from outstation or foreign travel. You can prepare different logs for different kinds of travel and expenses will be included in accordance with it.
Step 4: Budget and Reimbursement
In some organizations, a budget is fixed for a trip and anything above the budget is to be borne by the employee. In some cases, advance cash is provided to employees and the excess or deficit is received or reimbursed later on. The policy adopted by the organization will also have an effect on preparing the log.
Step 5: Other General Points
There must be a notes section in the log sheet to provide a description for any disputable expense. The column for the purpose of the trip is imperative to include. The travel expense log must be completed and signed by the employee. It must be ensured that the format prepared is in alignment with the travel policy of the organization.
10+ Travel Expense Log Templates
These templates and examples will prove to be very useful for designing a travel expense log.
1. Free Travel Expense Sheet Template
This is a free expense report template which is well-formatted document travel expenses by the employees. It is a simple, high-quality blue-white template. It will help to record all the expenses in a summary form. There is a separate space for any notes or description for any expense if required.
2. Simple Travel Expense Log template
This template can be referred to for designing a travel expense log for the students of your institution. This is an editable log template format for students to fill in the details and claim their expenses. It is a weekly travel format and each day’s expenses can be recorded separately. There is also a separate section for mileage calculation.
3. Sample Travel Expense Log Book Template
Rather than filling weekly or monthly log sheets you can keep a travel expense book. This travel expense log template in PDF is a sample book for such a purpose. It is not dedicated to travel expenses but the overall trips you take within the city or outside the city. As specified in the sample, it will also help your tax preparer.
4. Basic Travel Expense Log Layout
Being an institution, you need to reimburse the expenses incurred by students on their travel. The reason of travel may be a seminar, conference or any other educational trip. You can refer to this travel expense log template for design. There is a separate section for every major expense. Rests of the details are general.
5. Sample Student Travel Expense Log Example
This is another layout for students. It is a fully editable expense report template. There are sections for amount assigned for meals and lodging and actual expense incurred. There is a section for additional notes related to any expense or incident which needs to be brought to the attention. If the advance amount is provided, instructions regarding the same are also given.
6. Printable Travel Expense Log Template
Imagine the simplest travel log sheet template for recording your travel expense, this format will fit in. All the important expenses are written down. This template is useful for recording a number of tips made. This template is print-ready and can be used without any changes. In this one-page template, instructions are provided as well.
7. Monthly Travel Expense Log Template
For recording monthly travel expenses, this template will prove to be very helpful. However, it is purely a travel expense log as no other expenses like food, lodging, etc are included. You can also use this template for traveling within the city. You can get this travel expense log template printed and it is ready to be used.
8. Basic Travel Expense Log Format
For social services, resource providers provide funds and resources and they have a right to know how much amount is spent on which facility. This travel expense log template is an example of travel expenses of foster care children. The format is designed very well. This kind of format can also be useful for internal control procedures of the department.
9. Editable Travel Expense Log Template
This is an editable travel expense log template which can be used after making required changes. The template is divided into two sections. First one is for special pay for non-overnight travel and the second part is for out of station travels. The format is well-organized and there are few instructions given as well. You can also refer to it for making one.
10. Travel Claim Reimbursement Log Template
You can hope that all goes well on your travel but there may be any unwanted incident which can result in any sort of loss. If any such thing happens, you can claim the expense for it as well. This travel expense log template example is designed for this purpose. You can use such a template in case of need.
11. Standard Travel Reimbursement Log Template
Employees may require sometimes going see a doctor for injuries in an accident on duty. For travel from home to doctor’s place and back you may require a trip log like this. It is important to design these travel logs carefully so as to not leave out an important detail. You can refer to this travel expense log template in order to design one for your organization.