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These free expense report templates give you 16 Word documents on US Letter and A4: a simple expense report, a travel expense report, a monthly expense report and an expense reimbursement form, each in color and in black and white. I’m Patrick Elliott, a teacher and Inclusion Lead. I fill in expense claims for school trips and training days, so I built these with a row for every receipt, a total that takes off any cash advance, and room for approval.

In this guide, you’ll find which expense report suits your claim, what to include, and how to fill one in so it is approved the first time.

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What’s in the Expense Report Templates

Paper	Version	Best for
A4	Expense Report	Date, description, category, receipt and amount, with a total
A4	Travel Expense Report	Lodging, meals, transport, mileage and other costs for a trip
A4	Monthly Expense Report	Every expense for one month, with vendor and payment method
A4	Expense Reimbursement Form	Claim back money spent, with receipts and approval
US Letter	Expense Report	Date, description, category, receipt and amount, with a total
US Letter	Travel Expense Report	Lodging, meals, transport, mileage and other costs for a trip
US Letter	Monthly Expense Report	Every expense for one month, with vendor and payment method
US Letter	Expense Reimbursement Form	Claim back money spent, with receipts and approval

👉 Every box is a Word table cell, so you can type your expenses before you print, or print a blank report and fill it in by hand.

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What Is an Expense Report?

An expense report lists money you spent for work, such as travel, meals and supplies, so your employer can check it and pay you back. Each line shows the date, what you bought and how much it cost, with a receipt to prove it. The total, less any cash advance you were given, is the amount you are owed.

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Which Expense Report Template Should You Use?

• Expense report: date, description, category, a receipt check box and the amount, with a total.
• Travel expense report: one row per day, with columns for lodging, meals, transport, mileage and other costs.
• Monthly expense report: every expense for a month, with the vendor and how it was paid.
• Expense reimbursement form: a claim form with the business purpose, receipts and a paid-on line for the office.
• Black and white versions: every template also comes in a printer-friendly black and white version with grey headings, to save ink.

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How to Fill In an Expense Report

1. Collect your receipts and sort them by date.
2. Write one expense per row, with what it was for and the amount.
3. Add up the amounts, then take away any cash advance to find the amount due.
4. Sign and date the report, attach the receipts and hand it to your manager to approve.

Keep each receipt until the claim is paid, and write the business purpose on every line: it is the first thing an approver checks. Use the travel version for trips, so lodging and meals can be checked against your company’s limits.

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Black and White Versions

Every template on this page also comes in a black and white version with the same layout: grey headings and an outlined title, so it prints clearly on any printer and saves ink. In the download box, choose Colour, Black and white or All, then your paper size: A4, US Letter or both.

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How to Print at the Right Size

Print at 100% on US Letter or A4. Use the black and white version to save ink when you print a stack for the office.

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FAQs

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Conclusion

These expense report templates make claims quick to fill in and easy to approve, human-made by a teacher and ready to type into or print from Word.

Choose your paper size above, download the ZIP, and to claim car journeys, try the mileage log templates.

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Related Tutorials

• Free Mileage Log Templates for Word
• Free Receipt Templates for Word
• Free Timesheet Templates for Word