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Trump’s Classified Docs Case Judge Accused of Breaking Disclosure Rule

A report has accused Judge Aileen Cannon of again breaking a federal disclosure rule by quietly attending a right-wing judicial seminar and filing to have her travel expenses reimbursed.

ProPublica reported Tuesday that Cannon attended a banquet thrown by George Mason University’s right-leaning law school in 2023—well after she was called on to preside over Donald Trump’s classified documents case.

ProPublica reported that Cannon traveled to Virginia in May of that year to sit through a lecture and have dinner with fellow members of the Federalist Society, Antonin Scalia’s loved ones, and other conservative judges. The website reported that documents showed Cannon submitted “multiple” requests for reimbursement to the law school, which is named after Scalia.

Cannon’s attendance at last spring’s event had not been reported on prior to Tuesday. That lack of public notice reportedly puts Cannon in violation of a 2006 rule that requires federal judges to file disclosure forms for their attendance at partisan events within 30 days and to also make them public on their court’s website—something Cannon reportedly failed to do.

Judge Cannon Dismisses Trump Classified Docs Prosecution: ‘Unconstitutional’

Cannon controversially tossed Trump’s classified documents case in July on the grounds that special counsel Jack Smith ’s appointment was unconstitutional. That decision came as a shock to many at the time, with critics asserting that the Trump-friendly decision may have been the result of bias.

The appointment to Trump’s case in 2022 put Cannon, 43, and her political leanings under a microscope, with Democrats calling on her to recuse herself from the case because she was a Trump appointee.

NPR was first to report in May of this year that Cannon broke the same disclosure rule by taking weeklong trips to events at a luxury lodge in Montana—sponsored by George Mason—that she didn’t disclose on her website in 2021 and 2022.

Clerk of Court Angela Noble defended her Cannon’s appearances in Montana after NPR’s report, claiming it was merely oversight and technical issues that prevented Cannon from disclosing her trips on her website.

“Any omissions to the website are completely inadvertent,” she told NPR.

A clerk for Cannon also came to her defense in a statement this week to ProPublica, claiming the judge had submitted the necessary disclosure but had just mistakenly omitted it from her website.

“Judges often do not realize they must input the information twice,” the clerk reportedly said.

Read more at The Daily Beast.

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Travel and Expense

How to do an expense report: steps and solutions for effective expense reporting.

There's nothing like face-to-face communication, but travel can be one of the biggest costs associated with doing business. Detailed and accurate expense reports help you keep your finger on where money is going, while employees get reimbursed for expenses promptly. 

Travel-related expenses at small and medium businesses increased 178% in 2022. Everyone who travels for your business should know how to do expense reports. Employees who pay out of pocket want to have their expenses reimbursed. When tax time comes, you need to be able to accurately document legitimate business expenses. And, the business intelligence associated with travel costs means understanding your expenses better. 

Setting up a consistent system means that you’re always on top of all costs and using your travel funds effectively.  

Why a Well-Structured Expense Report Matters 

A business expense report has to be set up in a way that’s easy to understand, comprehensive, and consistent across departments and personnel. 

A good report gives the business a better idea where travel-related money is going and can help with planning. For example, you can see whether you need to budget more toward international airfare in the coming year or decide whether travel-related subscriptions are paying for themselves and being used to their fullest potential. You can also identify places where you can save money.  

Business travel expenses are typically tax-deductible. With the right expense report setup, you can document those expenses quickly and easily, saving headaches at tax time.  

A Step-by-Step Guide to Expense Reporting 

An expense report is a document that brings together all the relevant expenses from a business trip or event. This will include information like the date of a purchase, the amount spent, the expense category, and any relevant receipts. 

Start by collecting receipts during travel. Physical receipts should be either scanned or photographed so the information is available to anyone who needs it later on for documentation. 

Capture all the relevant information in the business expense template or system used. This will include: 

• Date of the expense 
• Vendor purchased from 
• Expense category (common categories include meals, transportation, and lodging) 
• any tax or VAT assessed) 
• Any additional notes 
• A PDF, PNG, or JPEG of the receipt of invoice  

This data is sent to the person in charge of managing expenses. Then, expenses that need to be reimbursed are tallied up and paid. When it's time to make reports for tax and other purposes, all the data is there and available in one place.  

How Templates Can Help 

If everyone's working with the same framework, expense reports get a lot easier for everyone involved. Your traveling employees have a better handle on what expenses are reimbursable. You are better able to categorize expenses, so you can see where your money is going.  

Exploring Tools for Expense Reports 

There are a few different tools you can use to do your expense reports. Each has their own benefits and drawbacks. 

At the most informal end, you can simply have traveling employees email a list of expenses and attach images of receipts. However, this can be a hard system to standardize and it creates opportunities for risk. You'll likely end up with people formatting their reports differently from one another, such as using different wording for the same expenses. It can be easy to miss legitimate expenses. Plus, parsing the list can use huge amounts of your finance team's time that could be better spent on other tasks.  

You can learn how to do an expense report in Excel, but this has limitations. Using an incorrect formula in one cell can populate an error throughout your sheet. And, the spreadsheet is what's known as a "closed" system. You can't automatically export data from it into another system.  

Specialized, purpose-built tools like the ones from SAP Concur can cut the confusion and make travel expense reporting easy and accurate. Traveling employees can start by collecting receipts in the ExpenseIt mobile app. Then they upload images to Concur Expense , which creates and categorizes expenses automatically. If you are using Concur Drive , it will seamlessly capture mileage to ensure expenses are documented accurately and fairly. 

Common Challenges in Expense Reports 

While expense reports are necessary for transparent operation of your business, they can also be challenging for both traveling employees and the people coordinating back in the office.  

Fraud is, unfortunately, a persistent risk associated with business travel. Studies show that around 5% of a typical organization's annual revenue is lost to fraud. Employees may deliberately or unintentionally request reimbursement for expenses that are not legitimate parts of business travel. A well-organized system with clear categories can help eliminate misunderstandings and ensure reimbursement requests are accurate. 

Many employees do not want to spend the time associated with paperwork after business trips. A system like SAP Concur solutions, however, captures and categorizes most expenses automatically . All the employee needs to do is review the inputs to ensure accuracy and it's good to go. 

Speed and Simplify Your Expense Report Process 

Travel expense reports provide essential insights into where your travel-related funds are being spent. They provide the business intelligence you need to keep your travel cost-effective and to get the most out of every travel dollar spent.  

Want a one-stop solution that makes everything easier? Our self-guided demo shows you how to capture expenses from any device, submit an expense report to a manager, and see how to approve reports you receive.  

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Using JDE Expense Management to Streamline Business Operations

Home > Insights > Using JDE Expense Management to Streamline Business Operations

In today’s fast-paced business environment, effectively managing corporate expenses is essential for maintaining profitability and operational efficiency across business units. 

JD Edwards EnterpriseOne (JDE) offers an integrated  Expense Management  module that transcends traditional accounting methods by simplifying and automating the expense tracking and reporting process.

This article explores key features, benefits, and best practices for using JDE Expense Management and highlights how our senior-level JDE consultants can help your organization maximize productivity.

What is JDE Expense Management?

JD Edwards Expense Management is a module within the EnterpriseOne suite that enables organizations to gain valuable financial information by controlling, monitoring, and reporting on critical employee financial data and operations. It’s designed to handle all aspects of the expense lifecycle, including submission, approval, and reimbursement while maintaining compliance with corporate policies.

The system supports various expense types, such as entertainment, travel, and operational costs. It integrates seamlessly with other JDE modules like Advanced Cost Accounting, General Ledger, Accounts Payable, and HR, providing a unified approach to managing individual and organizational financial operations.

Why is JDE Expense Management Useful?

Manual tasks for time and expense reporting are often inefficient and inconsistently managed. This inconsistency limits employee productivity and can result in unnecessary expenses. An automated system supported by strong internal controls for managing employee expenses (like JDE Expense Management) can save users valuable time and money throughout the complete employee lifecycle.

The Solution

By using Oracle JD Edwards EnterpriseOne Expense Management, users can keep up with critical financial consolidation and reporting needs of an ever-changing business environment. 

Users can also ensure timely and accurate reimbursement of employee expenses by streamlining and controlling the entire expense reporting business process, including reimbursement, expense entry, audit, and approval. JDE’s expense management system gathers accurate information and improves user security, document control, and reliability.

Key Features of the JDE Expense Management Module

Let’s take a look at a few critical features of JDE EnterpriseOne Expense Management:

Improve Bargaining Power with Preferred Travel Suppliers

By stating their preferred suppliers for travel-related services, users can lower costs and boost the quality and quantity of services available when employees travel. To secure the most cost-effective relationships, key stakeholders need insight into the hotels, airlines, and car rental agencies their employees use the most. 

This information allows users to negotiate better discounts with suppliers and ensure employees benefit from the arrangement. Expense Management can track spending data by supplier and document when an employee doesn’t specify a preferred supplier. This empowers organizations to improve supplier negotiations and employee travel services across teams.

Simplify Expense Processing

Finishing expense reports can be time-consuming and often involves accurately copying detailed individual and purchase data to a report template, sorting and copying receipts, and waiting for management approval before employees get reimbursed. 

Since Expense Management automates the process of submitting, approving, and auditing expense reports, employees can enjoy timely and accurate payments. Users can also save time and improve the accuracy of cost tracking by applying employee credit card transactions directly to expense reports.

Better Accuracy and Control Over Employee Expenses

Depending on individual and organizational needs, employees must maintain compliance with various expense reimbursement policies. Each one outlines different rules for tracking, monitoring, and reporting costs accrued while conducting regular business operations. The Expense Management module allows users to configure various expense categories, establish cost receipt requirements, and set audit limits. 

Based on each requirement set, the system automatically configures expense reports to collect specific information by type of expense, such as airline, ticket number, and ticket amount. Users can define and implement employee or group profiles that determine the reimbursement method, per diem limit, currency, and management approval required for submitted expense reports.

Top Benefits of JDE Expense Management

• Improve negotiations with preferred travel suppliers
• Share and produce fixed asset reports
• Streamline control over expenses and expense processing tasks
• Enhance customer billing accuracy of employee-related costs

How We Can Help

Whether you’re looking for additional support maintaining effective cash management and improving business processes, help navigate a new integration across your JDE landscape, or just beginning your journey with Oracle-based solutions, Surety Systems can help.

Our senior-level JDE consultants have the skills and experience to help your team achieve critical project objectives and ensure long-term success. 

Are you interested in learning more about our consulting services and how our team can help you make the most of your JDE investment? Contact us today.

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2024 guide to travel and expense management

What is a travel and expense report (plus how to automate them), what are t&e reports, elements of a travel and expense report:.

• Date of purchase
• Vendor purchased from
• Expense categories such as the client, project, account, or department
• Name of employee who purchased the item
• Any additional notes about the purchase
• The subtotal of the purchase
• Any tax or VAT associated with the purchase
• The grand total (including tax)
• A PDF, JPG, or PNG file for the receipt or invoice

Why are travel and expense reports important?

Tax preparation, business intelligence, fraud reduction, why should your business automate travel and expense reports, eliminates masses of paperwork and manual processes, simplifies the travel expense reporting process, gives you real-time visibility into travel expenses.

• Number and type of policy violations
• Top expense categories
• Instances of potential expense fraud
• Spending patterns
• Top hotel and flight partners

How TravelPerk makes tracking travel spend simple

Best practices for tracking and reporting on travel expenses, implement the right software.

• DO use software with automation capabilities: use travel expense software that offers receipt scanning, so that expense report form data is automatically imported
• DON’T manually collect invoices and T&E reports: forget about a paper expense report template. This will only cause manual work for your travelers and your administrators. Instead, your expense policy should detail how to use your expense tracking software.

Book travel in one place

• DO book business travel with a travel management platform: when you encourage employees to book in an approved business travel management software , you can better control their spending and consolidate expenses into one monthly invoice. This reduces the need for expense reporting.
• DON’T book business travel on consumer websites: if your employees book travel on consumer sites (used by vacationers), then your business-related expenses are spread all over the place, requiring expense reports

Integrate your tech

• DO integrate your travel management platform with your expense management platform: you can integrate your business travel platform with your expense management platform, so that all of your deductible travel expenses are in one place
• DON’T rely solely on an expense management platform: while an expense management platform is important for every type of expense, it doesn’t actually help you spend money. It just shows you what you spent after the fact. You need a business travel platform for embeddable policies and invoice consolidation.

Use corporate cards to your advantage

• DO offer corporate credit cards to frequent travelers: many companies still require employees to create an expense report even if they use their corporate card, so it might not seem like a corporate card saves time. But it does. Modern expense management platforms reconcile expense reports with credit card transactions, so your finance team doesn’t have to.
• DON’T require travelers to constantly request reimbursements: employees don’t want to pay with their own money and then fill out expense reimbursements. With a corporate card, there’s no need to. Having fewer reimbursement forms saves time for travelers and administrators.

Digitise your travel policies

• DO include your T&E policy in your travel management system : one reason why a business travel platform is so important is the ability to digitise policies. These policies take effect during trip searching and booking, so they actually control spend.
• DON’T rely on a policy document to help you manage spending: employees forget to read policy documents. If your T&E policy only exists in a document, it might be able to teach employees how to scan receipts, but it won’t control spending in the moment it really matters.

Smart strategies to save money on travel expenses

Analyse travel spend by person, team, project etc., track trip cancellations and recoverable vat for cost optimisation, find out your vat refund for your next upcoming trip, create unique travel policies for certain teams or projects, use dynamic travel budgets for policy accuracy in every city.

Make business travel simpler. Forever.

• See our platform in action . Trusted by thousands of companies worldwide, TravelPerk makes business travel simpler to manage with more flexibility, full control of spending with easy reporting, and options to offset your carbon footprint.
• Find hundreds of resources on all things business travel, from tips on traveling more sustainably, to advice on setting up a business travel policy, and managing your expenses. Our latest e-books and blog posts have you covered.
• Never miss another update. Stay in touch with us on social for the latest product releases, upcoming events, and articles fresh off the press.

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Free Printable Travel Expense Report Templates [Excel, PDF, Word]

Navigating the financial labyrinth of travel expenses can be a daunting task. In this article, we explore the ins and outs of creating a comprehensive Travel Expense Report . These reports, crucial for businesses and employees alike, ensure transparency, accuracy, and efficiency when handling travel-related expenditures.

As the compass to your financial journey, a well-prepared report not only streamlines the reimbursement process but also serves as a tool for cost management and budgetary control. Whether you’re a seasoned professional or a beginner in the world of expense reporting, this guide offers step-by-step instructions, best practices, and expert tips to help you manage your travel expenses with ease and precision.

Table of Contents

What is a Travel and Expense report?

A Travel and Expense (T&E) report is a detailed document that records all costs incurred by an employee during business travel. This could include expenses such as airfare, hotel accommodations, meals, transportation (like car rentals or taxi fares), and other incidental expenses necessary for conducting business.

The T&E report serves a dual purpose; it provides a record for the employee to seek reimbursement from their company, and it offers the company an audit trail for accounting and tax purposes. Well-documented and accurate T&E reports are essential for maintaining financial transparency, managing business costs, ensuring policy compliance, and identifying potential areas of savings.

Travel Expense Report Templates

Travel Expense Report Templates are organized formats for documenting and tracking expenses incurred during business travel. These templates provide a systematic method to record and categorize costs, facilitating efficient reimbursement and cost management.

Essential components of these templates include fields for the traveler’s name, travel dates, destinations, and purpose of travel. Detailed sections for different types of expenses such as accommodation, meals, transportation , and incidentals are also typically present. Space for attaching or referencing receipts is another common feature.

Travel Expense Report Templates play a significant role in corporate financial management. They provide a standardized way for employees to report travel costs, which aids in accurate reimbursement, financial accounting , and budget planning.

Importance of Travel Expense Report

Travel and Expense (T&E) reports hold significant importance in business operations for a multitude of reasons. These reports help to maintain financial transparency, comply with tax regulations, ensure fiscal responsibility, and manage budgets. Here’s a detailed explanation of why T&E reports are vital:

Financial Transparency

T&E reports provide a clear record of the money spent during business-related travel. By documenting every expenditure, companies can monitor their spending habits, identify irregularities, and keep track of all financial transactions related to travel. This level of transparency is essential for both internal auditing and maintaining trust between the company and its employees.

Regulatory Compliance

On a regulatory level, these reports are crucial for tax purposes. Tax authorities may require evidence of travel-related expenses, particularly when those costs are claimed as deductions. Detailed and accurate T&E reports can serve as proof of these expenses and help businesses comply with tax regulations.

Reimbursement

For employees, these reports are important to ensure they’re reimbursed promptly and accurately for any out-of-pocket expenses incurred during business travel. Without a systematic reporting process, employees could be left out of pocket, which could lead to dissatisfaction and potentially impact their work performance.

Budget Management

By analyzing T&E reports, businesses can manage their budgets more effectively. They provide valuable data on where and how travel funds are being spent, enabling organizations to spot trends, identify cost-saving opportunities, and make informed budgetary decisions for future planning.

Policy Compliance and Improvements

T&E reports help ensure that employees are complying with the company’s travel policies. If a report reveals spending that violates the company’s policy, this can be addressed directly with the employee. Alternatively, consistent issues may suggest that the policy itself needs to be reviewed and possibly revised.

Fraud Detection

Regular and thorough examination of T&E reports can help identify fraudulent activities. If certain expenses seem suspicious or out of line with typical spending, the reports provide a trail that can be further investigated.

Business Insights

Finally, T&E reports can offer valuable insights into business operations. For instance, they can reveal which clients or projects are requiring more resources in terms of travel and whether these costs align with the value being derived from those clients or projects.

When and how to submit a travel expense report

The timing of submitting a travel expense report can vary depending on a company’s policy, but it generally should be submitted as soon as possible after the completion of your business trip. Here is a detailed guide on when and how to submit your travel expense report :

During Your Trip: As you travel, make it a habit to keep all receipts for every business-related expense. These receipts serve as proof of your expenses and will be required when filling out your report. It’s also a good idea to note down the business reason for each expenditure to justify the costs.

Immediately After Your Trip: Once your trip has concluded, compile all your expense documentation and start creating your expense report. It is advisable to do this promptly to ensure that the details are still fresh in your mind, thereby minimizing the risk of forgetting or overlooking any expenses.

Compile Your Report: List all your expenses, categorized by type (such as meals, accommodation, transport), along with the corresponding receipts. Include the date, location, total amount, and the business purpose for each expense. Most companies have standard forms or software to simplify this process.

Review and Verification: Double-check all the expenses and their classifications. Ensure that all amounts listed are accurate, and that all receipts are attached. Mistakes can delay the approval process and reimbursement.

Submission: Submit your report promptly to your manager or the finance department, depending on your company’s policy. The faster you submit your report, the sooner you can get reimbursed.

Follow Up: After submission, monitor the status of your report to ensure it’s processed in a timely manner. If there’s any delay or questions regarding your report, be prepared to provide clarifications.

Typically, companies expect employees to submit their T&E reports within a specific timeframe, often within a week or two following the trip. However, it’s always best to check your organization’s specific policies regarding expense reporting and reimbursement. By promptly and accurately preparing and submitting your travel expense report, you ensure smooth processing and prompt reimbursement.

Components of a travel and expense report

A comprehensive Travel and Expense (T&E) report requires a range of key components to ensure it is complete, accurate, and compliant with company policies. Here’s a detailed guide on what to include in your T&E report:

Employee Information

This typically includes your name, employee ID , department, and the period or dates of the travel.

Trip Information

Include details about your travel such as the purpose of the trip, destination(s), and dates. This provides a context for the expenses and may be necessary for categorizing costs or determining tax deductions.

Transportation Costs

This includes all expenses related to travel from one location to another. This can involve airfare, train tickets, bus fare, car rentals, or mileage for using a personal vehicle (reimbursed at the standard rate per mile as defined by your organization or IRS guidelines).

Accommodation Costs

Record the costs for hotels or other accommodation, including taxes and fees. Some companies may require a detailed receipt showing a breakdown of the charges rather than a simplified credit card receipt.

This includes all costs for food and drinks consumed during the trip. Some companies have a per diem rate, where you’re given a fixed amount per day for meals, while others require itemized receipts for all meals.

Miscellaneous Expenses

These could include costs like taxi fares, car parking, tolls, tips, and other incidental costs incurred during the travel. Again, it’s crucial to keep all the receipts.

Itemized Receipts

Every expense claimed should have an accompanying receipt. These receipts should clearly show the vendor, date, cost, and what was purchased. For expenses without receipts, such as tips, provide a thorough explanation in the report.

Expense Totals

This is where you tally up all the expenses in their respective categories and provide a total cost for the trip.

Report Submission Date

This is the date you complete and submit your report for review or reimbursement.

This space is for signatures or approval dates from managers or supervisors who authorize the expenses. Depending on your company’s policies, this may also involve an area for a finance or HR representative’s approval.

Who is responsible to prepare a travel expense report?

Typically, the individual who incurs the travel-related expenses is responsible for preparing the Travel and Expense (T&E) report. This is usually an employee who has undertaken business travel. The employee is required to accurately record all expenses, attach necessary receipts, and provide relevant details about each expenditure.

Once compiled, they are responsible for submitting the report promptly to their manager, supervisor, or the finance department, as per the company’s policy. However, the ultimate responsibility for ensuring the accuracy and integrity of the T&E report doesn’t rest solely on the employee. Managers and supervisors play a key role in reviewing and approving these reports, ensuring they comply with company policy, and that all expenses are legitimate and correctly documented.

What are some lesser-known categories of expenses that can be claimed during travel?

Travel and Expense (T&E) reports often go beyond the usual categories of airfare, accommodation, and meals. Many additional costs incurred during business travel can be claimed, but they are often overlooked because they are less common or not as well-known. Here’s a detailed guide on some lesser-known expense categories that you can include in your T&E report:

Communications: This includes costs for phone calls, internet access, or data usage that is necessary for conducting business during your trip. If your mobile plan doesn’t cover travel or if you need to purchase a local SIM card or a WiFi package at your hotel, these costs can typically be claimed.

Tips and Gratuities: Many business travelers overlook the small amounts they give as tips to service personnel. This can include tips given to taxi drivers, hotel staff, waiters, and more. While these might seem minor, they can add up over a trip.

Baggage Fees: If your airline charges for checked baggage, or if you have extra charges due to heavy or oversized luggage (such as equipment necessary for your business meeting or trade show), these costs can be included in your T&E report.

Currency Exchange Fees: If you’re traveling internationally, you may incur charges when exchanging your money into the local currency or when using a credit card that has foreign transaction fees. These charges are often overlooked but can be claimed as well.

Laundry and Dry Cleaning: On extended business trips, the cost of laundry or dry cleaning services may be allowable expenses. Check your company’s policy, as some only allow this for trips exceeding a certain duration.

Visa and Passport Expenses: If your travel requires a visa or if you had to expedite a passport renewal specifically for the business trip, these costs could be included in your T&E report.

Travel Insurance: Some companies allow employees to claim for travel insurance, particularly for international travel. This can cover scenarios like trip cancellation, medical emergencies, lost luggage, etc.

Home Office Expenses: While not strictly a travel expense, if you’re working remotely from a location other than your office, you may be able to claim certain costs such as necessary office supplies or printing costs.

Fitness Fees: Some companies recognize the importance of their employees’ health even while traveling and will cover the cost of a gym pass or fitness center fee at the hotel.

Emergency Medical Expenses: If you become ill during your trip and need to seek medical attention, these costs can often be claimed. However, it’s essential to check your company’s policy as this can vary widely.

What can’t be claimed?

While there are many valid expenses that can be claimed during business travel, there are also several types of expenses that typically cannot be claimed, or are disallowed by company policy. These ineligible expenses can include:

Personal Expenses: Any costs incurred for personal activities or items unrelated to business cannot be claimed. This can include personal grooming items, clothing, personal reading material, or costs incurred by family members or friends traveling with you.

Entertainment: While some companies may allow for entertainment expenses under specific circumstances, expenses for personal entertainment like movies, sightseeing, sports events, or other leisure activities are typically not covered.

Alcohol: Depending on the company’s policy, alcohol may not be an allowable expense. Some companies might cover moderate alcohol consumption as part of a meal or business meeting, but others may disallow it completely.

Unapproved Upgrades: If you choose to upgrade your flight to business class or your hotel room to a suite without prior approval, this additional cost is generally not reimbursable.

Travel Fines: Any fines incurred during travel, such as parking tickets, traffic violations, or penalties for lost hotel items, are typically the responsibility of the employee and cannot be claimed.

Non-Emergency Medical Costs: While emergency medical costs might be covered, non-emergency expenses such as routine medications or elective procedures are typically not reimbursable.

Extravagant Expenses: Excessive or lavish expenses that exceed what is necessary and reasonable for the business purpose of the trip are usually not covered. This can include excessively expensive meals, luxury transport services, or unnecessary room services.

Travel Insurance for Personal Items: While travel insurance might be covered, insurance for personal items or equipment is typically not reimbursable.

No-show Fees or Cancellation Fees: Costs for missed flights, hotel no-show fees, or last-minute cancellations without a valid business reason are generally not covered.

How to complete your travel expense report template

Completing a Travel and Expense (T&E) report can seem daunting, but by following the right steps, you can ensure your report is accurate and compliant. Here is a detailed step-by-step guide on how to complete a T&E report template:

Step 1: Gather Your Receipts and Documentation

Collect all your receipts, invoices, and any other documents that verify your travel expenses. Make sure you have records for all transportation, accommodation, meals, and other costs related to the business travel.

Step 2: Review Your Company’s Expense Policy

Familiarize yourself with your company’s T&E policy before starting the report. This policy will outline what expenses are eligible for reimbursement, any spending limits, the documentation required, and how to fill out the report.

Step 3: Fill in Your Personal and Trip Information

In the provided sections of the report, enter your personal details such as name, employee ID, department, and contact information. Also include the purpose, dates, and destination(s) of your trip.

Step 4: List Your Expenses

Itemize your expenses in the appropriate categories such as airfare, hotel, meals, etc. Include the date, location, amount, and purpose for each expense. Some companies use software that can automate this process when you upload receipts.

Step 5: Attach Receipts

Attach the corresponding receipt to each expense. Digital platforms will usually allow you to upload scanned copies or photos of receipts. Make sure each receipt is clear, legible, and contains the necessary information: date, vendor, amount, and what was purchased.

Step 6: Calculate the Total

Once all expenses have been entered, calculate the total cost of the trip. Some templates or software will do this automatically.

Step 7: Review the Report

Go through the report carefully to ensure all the information is correct and that you’ve complied with the company’s expense policy. This includes checking all amounts, ensuring all receipts are attached, and verifying that each expense is legitimate and business-related.

Step 8: Submit the Report

Once you’re satisfied that the report is accurate and complete, submit it to the appropriate party in your company, which may be your manager, a supervisor, or the finance department. Ensure you submit it within the timeframe specified by your company’s policy to avoid delays in reimbursement.

Step 9: Keep a Copy

It’s always a good practice to keep a copy of your completed report and all related receipts until you’ve received reimbursement and for a period afterward in case there are any questions or audits.

Step 10: Monitor and Follow-Up

After submission, keep an eye on the status of your report. If there are any questions or issues, address them promptly to ensure you receive your reimbursement as quickly as possible.

What happens if I lose a receipt?

Company policies vary on this, but generally, you should contact your finance or HR department as soon as possible to ask how to proceed. Some companies allow for a written attestation or a credit card statement as a substitute, but it is best to always try to obtain a duplicate receipt if possible.

How long does it take to get reimbursed after submitting a T&E report?

The time frame for reimbursement can vary from one company to another. It typically depends on the company’s internal processes, the accuracy of your report, and how promptly it was submitted. Generally, companies aim to process reimbursements within a couple of weeks.

Can I include tips or gratuities in my T&E report?

Yes, most companies allow for reasonable tips and gratuities given to service personnel (like wait staff, hotel housekeeping, or taxi drivers) to be included in the T&E report. However, always check your company’s specific policy for any limitations.

What happens if my T&E report includes an expense that violates the company’s policy?

If an expense in your report violates the company’s policy, that particular expense may not be reimbursed. Repeated or serious violations could potentially lead to disciplinary actions, depending on the company’s policy.

Can I include my travel expenses if I extend my business trip for personal reasons?

Only the expenses incurred for the business portion of the trip are typically reimbursable. Any expenses related to personal activities or extensions of the trip for personal reasons are usually the responsibility of the employee.

What is a per diem and how does it work in relation to T&E reports?

A per diem (Latin for “per day”) is a fixed amount of money an organization gives an employee per day to cover travel-related expenses like meals, lodging, and incidental expenses. If your company uses a per diem system, you might not need to provide detailed receipts for these expenses, but you still need to report the number of days for which you are claiming the per diem.

What if my actual expenses exceed the assigned per diem?

If your actual expenses exceed the per diem rate, you will typically be responsible for the extra costs unless you can provide a valid business reason for the overspending and it’s approved by your manager or finance department. Always check your company’s specific policy for details.

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Effortless Business Travel Expense Reporting: A Step-by-Step Template

Looking to overhaul your business expense template or standardizing one for the first time? This post explains business and travel expense tracking and provides a starter business travel expense report template.

>> Related: 10 Shifts In Business Travel Expenses <<

First, what is a business expense report?

Expense reports record costs incurred by employees. It may sound trivial, but expense data empowers employers to minimize fraud, track spending patterns, identify cost savings, create realistic budgets, comply with regulations, and reconcile payments with vendors or credit card companies. Expense reports are most common for travel, where employees itemize money spent on transportation, lodging, meals, and incidentals. But as more employees work from home, business expense reports also record small, recurring service and supply costs, such as fast WIFI.

Key Elements of a Business Expense Report Template

When creating an expense report template, include:

• A detailed table of expenses
• Photos of receipts
• Common cost limits, such as per diems, mileage reimbursement, or maximum cost per meal.
• Expense policies, including how soon employees must file reports, and when they can expect reimbursement.

Steps for Creating a Template

If you’re creating a manual template, we recommend creating it on the cloud (i.e. Google Sheets or Microsoft 365) so it can easily be cloned and submitted by employees.

• In the first tab, explain your expense policies, expectations, how to submit the report, and how to escalate questions. You want anyone new to expensing (or the company) to clearly understand what is reimbursable.
• On the second tab, include a detailed table for expense tracking, including dates, itemized costs, and vendor/location details. If employees are incurring expenses on behalf of a customer or client, ensure they can track which costs are billable and to which account.
• On the third tab, create a “whiteboard” for employees to add photos of their itemized receipts .

Common Business and Travel Expenses

Airfare is one of the top expenses of a trip and booked far in advance. Define if employees should seek reimbursement after buying the ticket or after taking the flight. If the latter, employees may be financially strained if they use personal cards. Airfare has many incidental costs. Articulate clear policies for:

• TSA PreCheck or Global Entry – while they cost ~$100, they’re far cheaper than rebooking a missed flight
• Checked baggage
• Seat upgrades so that staff can pre-select seats or get a few extra inches of legroom
• Visas and passports for international travel

>> Related:   The Most Common Challenges of T&E Management <<

Accommodation

Lodging is another top expense, with nightly rates and lodging fees adding up quickly. Accommodation covers hotel rooms and taxes, or short term rentals (i.e. Airbnb). Depending on the length of stay and your policies, it may also include laundry services or a gym membership.

Transportation and Mileage

Transportation expenses include rental cars, taxis, subway fares, or any other fees associated with getting around during the business trip. It also includes mileage reimbursements. Every year the IRS studies the costs of operating an automobile, including “the cost of gas, oil, tires, maintenance and repairs, as well as the fixed costs of operating the vehicle, such as insurance, registration and depreciation or lease payments.” In 2024, the IRS increased the Standard Mileage Rates to $0.67 per mile for business purposes. An employee who drives 200 miles to a business trip (and back) would be reimbursed $268, plus tolls and parking. Sometimes flights or trains are cheaper, so articulate an exact policy.

Many companies have a per diem allowance for un-billable meals during business trips. Many also create policies that prohibit expensing un-billable alcohol or entertainment . If employees are lodging at a short-term rental, expect them to expense groceries.

Software, Supplies, and Services

Remote expenses go beyond laptops and can include printers, monitors, basic office supplies, and headsets. Additionally, many organizations also offer a monthly stipend for internet and telecom bills, or the occasional coffee. Remote teams are also more likely to DIY software procurement, especially if the monthly costs are low.

Advantages and Disadvantages of Manual Expense Reporting

If manually managing all of this sounds like… a lot, you’re not wrong. But manually creating and processing expense reports is familiar and it won’t be difficult to train employees to fill out a simple spreadsheet. It also bears no software costs – but beware thinking that manual = free . Research consistently shows manual expense reports cost $26 in person-power per report.

>> Related: 7 Tips to Avoid Finance Report Errors <<

Disadvantages

Why are manual expenses so pricey? Because they’re time consuming. Employees manually gather receipts and hand-enter details into spreadsheets. To many employees, it’s a dreadful task that snowballs the more they avoid it. Similarly, manually checking spreadsheets against photos of receipts is error-prone. Small discrepancies in the data have to be hand-researched by accounting. A  study from GBTA several years ago found that companies spend more than 3,000 hours correcting expense report errors annually. Manual reports also rely on the honesty of the employee reporting the expenses, plus the attention-to-detail of approvers. They’re simply more susceptible to fraud or negligence.

Advantages and Disadvantages of Digital Travel Expense Reporting

Travel expense software offers numerous advantages over traditional spreadsheet-based methods. For starters, it streamlines workflows and reduces time spent collecting, reviewing and approving reimbursement requests. They’re also far more accurate and can automatically categorize entries or capture values from receipts. And most integrate directly with general ledgers in Quickbooks, Bill.com, Xero, or Netsuite. Accounting can tabulate most expenses automatically, without scrutinizing every receipt or hand entering sub-totals.

Digital travel expense reporting does have a few drawbacks that should be considered. There are costs associated with purchasing and implementing the software or services necessary for digital reporting, as well as ongoing maintenance and support fees. Minimize costs by opting for software that tackles multiple components of your T&E program, such as digitizing expense reporting, streamlining trip bookings, and automating reimbursements. There is change management and training to consider. It is a new tool for a tool-weary workforce.

Tips for Training Employees to Track and Report Expenses

Expense report compliance is an evergreen concern for finance teams. To boost compliance:

• Record a short screen-share tutorial of creating and submitted an expense report. Link this everywhere , including within the template itself.
• Train supervisors first, so they can answer questions fluently.
• Then offer department-wide trainings to review policy changes. Offer context for why policies are so firm.  Include tips from your company’s road warriors.
• Communicate an initial grace period as employees adapt to the new process. Be sure to cushion deadlines by a few days, so that stragglers can be chased down before threatening corporate policy.
• Create and communicate “office hours” where accounting is available to answer private questions (either in person, via email, or via chat software).
• Explicitly onboard new employees to the expense policies, timelines, and template.
• If you opted for a software solution, ask how they can help with implementation by providing things like communication templates or training sessions

>> Download TravelBank’s Travel Policy template <<

How do you write a travel expense report? 

Writing a travel expense report is relatively straightforward, but it does require some organization and attention to detail. The first step is to compile all your receipts for the trip or month. These should include any transportation costs (including mileage reimbursement), lodging, meals, and other miscellaneous expenses. Once you have your itemized list of expenses compiled, add them in detail to your spreadsheet including date of purchase or service rendered, amount spent and details of what was purchased, or who provided the service. Include all applicable taxes as well as tips when applicable. If submitting electronically, save the document with an appropriate title such as “Travel Expense Report” followed by the date.

What is a sample of business expenses?  

Business expenses include costs incurred while traveling for work. Examples of common travel expenses include hotel and lodging costs, laundry services, airfare and its fees, car rentals, taxis, subways, meals, or mileage. As more employees work from home, remote expense policies vary widely but often cover Internet service and AV equipment.

What should be included in an expense report? 

An expense report should include all costs incurred during a period of time. This includes receipts and any other proof of purchase, such as credit card statements or invoices. Additionally, the report should include detailed descriptions of each expense item, including date, purpose, vendor or supplier name, and amount spent. Reports must be submitted in a timely manner with accurate data – inaccurate reports can result in issues with reimbursement or even potential legal action. 

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TRAVELING FOR CWU.

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CWU Eastern No5 Branch

Workers of the world unite; you have nothing to lose but your chains. Karl Marx.

REVISED CWU EXPENSES POLICIES AND PROCEDURES

REVISED CWU EXPENSES POLICIES AND PROCEDURES

Further to LTB 787/15, dated 10th December 2015.

Branches will be aware from the revised CWU Expenses Policies and Procedures, as issued in the above LTB, that the Union would be standardising the CWU Expense Claim Forms for use throughout all branches.

In order to ensure that we remain compliant with HMRC we are issuing standard forms which should be used for all claims from 1st January 2016. The use of these forms is mandatory.

For ease of reference the following forms are attached:

Branch Expense Claim Form (Daily Claim) Branch Expense Claim Form (Weekly Claim) Branch Representative Payment Form (Non-Travel & Subsistence)

For further information regarding the above is contained in Section 3 of the Revised Policy.

Any enquiries regarding this LTB should be addressed to the Senior Deputy General Secretary’s Department on telephone number 020 8971 7237 or email address [email protected].

Yours sincerely

Tony Kearns

Senior Deputy General Secretary

Email Attachments – Click to download

Attachment 1: Branch Expense Claim Form (Daily Claim) Attachment 2: Branch Expenses Claim Form (Weekly) Attachment 3: Branch Representative Payment Form (Non-Travel & Subsistence) LTB 821/15 – Revised CWU Expenses Policies and Procedures

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