What Is an Expense Statement?
An expense statement (also known as expense reports) is a formal business document detailing and itemizing financial transactions, cash flows, and expenses. Companies usually make use of expense statements to reimburse the travel expenses incurred by an employee during a business-related trip. An expense statement can also be used later on when a company's accountant is creating balance sheets, financial statements, income statements, and profit and loss statements. Expense statements can be created daily, weekly, monthly, or yearly. It depends on how often a company's employees travel for business-related purposes.
How to Create an Expense Statement Form
Expense statements are highly important documents for every company, especially on the part of the employees. That's why it's important to give yourself a refresher from time to time on how it's done. For that reason, we have gathered a few tips on how to create an expense statement form.
1. Use Reliable Software and Templates
The best software to use when creating important documents such as expense statements are Google Docs, MS Word, MS Excel, and Apple Pages. It's because they have the right features that allow you to have a standard format for your expense statements. Plus they're super easy to navigate because of their user-friendliness. Consider also using printable expense statement templates. With their help, you can create an expense statement in no time.
2. Attach Company Logo
Attaching the company logo on your company documents is often overlooked. Where in fact, it's actually important that they should be present. The company logo signifies that the expense statement is an official and legitimate document from your company. Thus contributing to the expense statement's credibility.
3. Emphasize Employee Info
This is an important tip to keep in mind when creating expense statements as this will identify who's the recipient of the reimbursement. For that to be effective, you must provide spacious blank spaces for the employee name, position, department, contact number, email address, and the purpose of the travel or business trip.
4. Provide Table for Expense Statement Proper
An expense statement must have a detailed breakdown of an employee's entire expenses during his/her business trip. It'll serve as a basis of whether an employee is eligible to be granted reimbursement or not. The table showcasing the breakdown of expenditures must have columns for the date of the expenses, category of the expense sheet (e.g. accommodation, transportation, meal), and the total amount. At the bottom right of the table is where you must place the blank space for the grand total amount of all the expenses during an employee's trip.
5. Provide Space for Signatures
An expense statement will never be official without the necessary signatures. They will signify that every data and info filled in on the expense statement form is accurate. The entities who'll be signing it are the employees, direct supervisors, and the company's financial manager. The blank space for the signatures must be provided below the expense statement form.