Setting Up an Expense Form in Word

Whether for business trips or tax purposes, expense forms are essential for tracking and requesting reimbursements. If your company doesn’t provide a template, you can easily create one using Microsoft Word.

Setting Up an Expense Form

1. Check for Company Guidelines
   • Verify if your company has specific rules or templates for expense reporting.
2. Use Word’s Built-In Templates
   • Open Word, select New from the left menu, and search for “expense” in the template search bar.
   • Choose a template, click Create, and customize it to match your company’s branding (colors, typography, etc.).
3. Save and Edit the Template
   • Save the customized template for future use. Update it as needed to track expenses during your trip, rather than waiting until the end.

Common Expense Categories

When filling out your form, include these typical items:

• Hotel
• Transportation (e.g., airfare, public transit, rental cars, mileage)
• Fuel
• Meals
• Phone (SIM cards or roaming charges for business communication)
• Entertainment (Ensure expenses are pre-approved and reasonable to avoid reimbursement issues)
• Miscellaneous

Best Practices for Expense Tracking

• Get Pre-Approval: Confirm allowable expenses and spending limits based on your destination.
• Track as You Go: Record purchases daily to avoid forgetting details.
• Save Receipts: Keep all receipts to support your claims.

By staying organized and mindful of company policies, you’ll streamline the expense reporting process and ensure smooth reimbursement.

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