What Is an Expense Voucher
An expense voucher is used as a requisition document for the reimbursement of travel expenses incurred by a traveling employee or businessman from a business trip. It can also be considered as a reimbursement form and a travel voucher. For a traveler to claim an expense voucher, one of the document he/she must present is an expense report. It is where all the incurred payments are recorded during his/her business trip, both using cash and credit card, and including miscellaneous expenses.
How to Create an Expense Voucher
Expense vouchers aren't that complicating to create compared to other vouchers that we know of, especially those that are used for marketing and promotional purposes. But still, it's better to know how do it right. So without further ado, here are a few tips on how to create an expense voucher.
1. Use Quality Software and Tools
Using a quality software will significantly help you create a voucher of any kind. Plus it becomes a lot more easier. The software you should consider utilizing are Illustrator, MS Word, Pages, Photoshop, and Publisher. These software are user-friendly and simple. Even if you're not an expert designer or layout artist, you can create vouchers effectively with them. They also have features that enables you to personalize your expense voucher as much as you want. Alternatively, you can also make use of downloadable and printable expense voucher templates, of which are available here in Template.net.
2. Don't Overdo It
Expense vouchers aren't like other vouchers that are used for marketing and promotional purposes. Hence, there's absolutely no need to make it artistic. It should just have a simple and professional appearance.
3. Provide Enough Space For Traveler's Info
The reason why you must do this is to consider the fact that some individuals have long names. It would be quite inconvenient for travelers with long names to write their complete names within a limited provided space. The same practice must also be observed when providing space for the contact number, mailing address, email address, office address, ID number, and purpose of travel.
4. Don't Forget the Terms and Conditions
The terms and conditions of an expense voucher must always be stated clearly so that the holder will be aware of it. It's best to encode it in front of your expense voucher so that it'll be noticed immediately. The terms and conditions must clearly state what's in it for the traveler should he/she affix his/her signature on the voucher, and also the rules and procedures he/she must follow.
5. Provide a Spacious Table for Traveler's Expenses
This is where the traveler will convey in detail all the payments he/she incurred during his/her business trip. For that reason, it's important you should make the table spacious enough. The table must include columns for dates, descriptions, transportation expenses, meal expenses, accommodation expenses, and total amount. Below the table, on the lower right corner, is where the space provided for the grand total amount must be found.