Expense report forms are the formats to be filled out by an employee for claiming reimbursement of expenses of official or personal visit. Every organization will have its own format. It is advisable to use an expense report form rather than simply listing out all the expenses in an Excel sheet and submit that. Through the form, both the employee and the employer are in a position to have a clear-cut idea as to how much money is involved in the form of expenses so that reimbursement will be quickened. Thus, the process of expense reporting starts with filling out the expense report form. Some organizations have online versions of these expense reports in which the employees need to enter all the data and send it to the Accounting Department.

However, while completing the report form online, the employee should be very careful in choosing the report starting and ending dates. Moreover, the employee has to state clearly the local currency out of the list of currencies for the purpose of payment. The employee has to clearly mention the nature and the category of each expenditure separately and clearly or else form will not be accepted for submission. Once the employee enters all the data in the online form and submits it, he/she cannot alter it later. After entering all the data, the employee has to click the digital signature icon in the online expense report form.

In the expense report form, whether online or manual, the entire information about the itineraries, including airfare, hotel rates, car rental expenses, etc., will appear. The form consists of details asking about employee name, voucher date, voucher number, description of the trip, details about the itineraries, etc. The employee has to furnish details about the expenses each day in the respective columns of the form. If the employee wants to give additional information about the expenses, it is to be given in the comments column of the expense form. Then, the employee has to give the total of the expenses, which in turn again can be divided into two parts, namely expenses charged to corporate credit card and the expenses due to the employee. After filling up all the details, the employee can either submit it online to the Accounts Department or can take the print out of the form and submit it.