Per Diem Expense Report Template

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A Per Diem Expense Report Template is a standardized document used to track and document expenses incurred during business travel. It provides a structured format for employees to itemize and justify their expenditures, ensuring accurate and efficient reimbursement processes.

Key Components of a Professional Per Diem Expense Report Template

Blank Per Diem Expense Report Template in Excel (Simple)
Blank Per Diem Expense Report Template in Excel (Simple)

1. Company Logo and Contact Information:

  • Placement: Position the company logo prominently in the header, typically aligned to the left.
  • Font: Use a clear and professional font like Times New Roman, Arial, or Calibri.
  • Size: Ensure the logo is legible without overwhelming the document.
  • Contact Information: Include the company’s address, phone number, and email address in the header or footer.

    • 2. Employee Information:

  • Name: Clearly display the employee’s full name.
  • Employee ID: Include the employee’s unique identification number.
  • Department: Specify the department to which the employee belongs.
  • Position: Indicate the employee’s job title or position.

    • 3. Trip Information:

  • Destination: Clearly state the city, state, and country of the destination.
  • Purpose of Trip: Briefly describe the reason for the business trip.
  • Dates of Trip: Specify the start and end dates of the trip.
  • Mode of Transportation: Indicate the mode of transportation used (e.g., air, train, car).

    • 4. Expense Categories:

  • Lodging:
  • Hotel Name: Specify the name of the hotel.
  • Dates: Indicate the check-in and check-out dates.
  • Room Rate: List the nightly room rate.
  • Taxes and Fees: Include any additional taxes or fees charged.
  • Total Lodging Cost: Calculate the total cost of lodging.
  • Meals and Incidentals:
  • Date: Specify the date of the expense.
  • Meal Type: Indicate the type of meal (breakfast, lunch, dinner).
  • Amount: List the amount spent on the meal.
  • Description: Briefly describe the meal or incidental expense.
  • Total Meals and Incidentals: Calculate the total cost of meals and incidentals.
  • Transportation:
  • Mode of Transportation: Specify the mode of transportation used (e.g., taxi, rental car, public transportation).
  • Dates: Indicate the dates of transportation expenses.
  • Amount: List the amount spent on transportation.
  • Description: Briefly describe the transportation expense.
  • Total Transportation Cost: Calculate the total cost of transportation.
  • Other Expenses:
  • Date: Specify the date of the expense.
  • Amount: List the amount spent on the expense.
  • Description: Briefly describe the expense.
  • Total Other Expenses: Calculate the total cost of other expenses.

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    • 5. Total Expenses:

  • Total Lodging: Display the total cost of lodging.
  • Total Meals and Incidentals: Display the total cost of meals and incidentals.
  • Total Transportation: Display the total cost of transportation.
  • Total Other Expenses: Display the total cost of other expenses.
  • Grand Total: Calculate the sum of all expense categories.

    • 6. Supporting Documentation:

  • Receipt Attachments: Clearly indicate where receipts should be attached to the report.
  • Scanned Copies: Specify the preferred format for scanned copies of receipts (e.g., PDF).
  • Original Receipts: Indicate whether original receipts should be submitted along with the report.

    • 7. Employee Signature and Date:

  • Signature Line: Provide a space for the employee to sign the report.
  • Date: Include a space for the employee to date the report.

    • 8. Approval Section:

  • Supervisor’s Signature: Provide a space for the supervisor’s signature.
  • Date: Include a space for the supervisor’s signature date.
  • Approval Notes: Include a section for the supervisor to add any comments or notes.

    • Design Considerations for a Professional Per Diem Expense Report Template

    Layout and Formatting:

  • Clear and Consistent Formatting: Use consistent fonts, font sizes, and spacing throughout the template.
  • Professional Layout: Organize the template into clear sections with appropriate headings and subheadings.
  • Easy-to-Read Font: Choose a font that is easy to read, such as Times New Roman, Arial, or Calibri.
  • Sufficient White Space: Utilize white space to improve readability and visual appeal.

    • Color Scheme:

  • Subtle and Professional: Choose a color scheme that is subtle and professional, such as shades of blue, gray, or black.
  • Consistent Color Usage: Use color consistently throughout the template to enhance readability and visual hierarchy.

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    • Table Design:

  • Clear Table Structure: Use clear table borders to separate rows and columns.
  • Consistent Formatting: Use consistent formatting within tables, including font, font size, and alignment.
  • Headings and Labels: Use clear and concise headings and labels for each column.

    • By following these guidelines, you can create a professional and effective Per Diem Expense Report Template that streamlines the expense reimbursement process and ensures accurate and efficient reporting.