Expense Report Checklist Template

Submit, review, approve, and reimburse employee expense reports.

This free finance checklist template includes 5 tasks organized into 2 sections. Use it to streamline your expense report process.

Submission

  1. Collect receipts and documentation

    Gather all receipts and supporting documentation for expenses. Ensure each receipt includes the date, vendor, amount, and business purpose.

    • Number of Receipts (required)
    • Expense Category (required) — Options: Travel, Meals & Entertainment, Office Supplies, Software & Tools, Training, Other

  2. Submit expense report

    Complete and submit the expense report with all receipts attached. Include a clear business justification for each expense.

    • Total Amount (required)
    • Business Justification (required)

Review & Payment

  1. Manager review and approval

    The direct manager reviews the expense report for policy compliance, accurate categorization, and appropriate business justification.

    • Approval Decision (required) — Options: Approved, Approved with Adjustments, Returned for Revision, Denied
    • Manager Comments

  2. Finance verification

    Finance team verifies the report against company expense policies, checks for duplicates, and confirms budget availability.

    • Verification Checklist (required) — Options: Receipts match claimed amounts, Within policy limits, No duplicate submissions, Budget available, Correct GL coding

  3. Process reimbursement

    Process the approved reimbursement through payroll or direct deposit. Confirm the payment date with the employee.

    • Payment Date (required)
    • Payment Method (required) — Options: Direct Deposit, Payroll, Check, Corporate Card Credit