-
Step 1
Keep receipts for everything during the time in question. Avoid predetermining which expenditures fall under the category of the report at the time of purchase--simply gather them all together in one place.
-
Step 2
Carefully divide your expense report into billable categories such as Airfare, Care Rental, Hotel, Telephone and Meals. Many popular word processing programs such as MS Word carry templates which can be adapted to suit your purposes. If you have any questions about categories, immediately contact your employer for details.
-
Step 3
Now divide up your receipts according to the categories you've selected. Make note of receipts which may be contested by marking them. This can be used for easy reference at a later date.
-
Step 4
Carefully tabulate the amounts for each category and mark them in the appropriate box. Double check final amounts in each category before using them to add up the total.
-
Step 5
Add categories after expenses to deduct items such as Per Diems. Subtract the final amount from this category from the total.
-
Step 6
Save and print 2 copies of the expense report--1 for your employer and 1 for yourself.
-
Step 7
Employers frequently ask for all receipts used in the composition of an expense report. If this is the case, make copies of all receipts for your files. It is crucial that you retain copies of these in the event that any of the charges are contested.
