Whatever method you use, standardized forms should be
developed to ease the processing for all involved. Those employees
with established budgets still need to be accountable for the expenditures,
and employers should have such employees fill out expense forms monthly
For less frequent travelers, an employer should use only
a few forms. One form might be used for obtaining advance payments
as well as travel authorization. This form should show the amount
of the advance payments made, as well as approval signatures from
The second form should be used after the trip is taken
to document actual costs. If receipts are required, they should be
attached to this form.
For entertainment reimbursement, a form might include
the date and time of the event and those who were present. Receipts
need to be attached.
Generally, all forms should be reviewed and signed by
the employee's supervisor and then passed on for processing.
Some employers use electronic expense reports and computer-based
systems to manage reimbursements to decrease costs associated with