Business travel expense report
One report per trip: the trip and its business purpose, each expense with how it was paid and its receipt, per diem and mileage if your policy pays them, the amount due after card charges and advances, and the sign-offs. The trip details follow what IRS Publication 463 says a travel record should show.
The trip
- Employee
The person claiming.
- Department or cost center
Where the cost is charged.
- Project or client code
Only if your company uses them.
- Business purpose
Why the trip was made, or the business benefit expected from it.
- Destination
The city or area traveled to.
- Dates
The date the employee left and the date they returned.
- Days on business
How many of those days were spent on business.
- Approver
Who approves this report.
- Report date
The date the report is submitted.
Expenses
One line per expense. Categories: Airfare, Lodging, Meals, Taxi, rideshare and transit, Car rental and fuel, Parking and tolls, Baggage and travel fees, Phone and internet, Other. Paid with: a personal card or cash, or a company card. Keep an itemized receipt for each line; the expense policy guide says what a receipt should show. Flights, hotels and rail billed to the company by your travel provider don't go here.
| Date | Category | Merchant and city | Business purpose | Paid with | Amount | Currency | Amount in USD | Receipt attached |
|---|---|---|---|---|---|---|---|---|
Per diem
Only if your policy pays a per diem. IRS Publication 463's first method allows 3/4 of the M&IE rate for the day you leave, and 3/4 of the preceding day's rate for the day you return.
| Date | Where you stayed that night | Full day or travel day | Daily M&IE rate | Meals provided (deduct) | Amount claimed |
|---|---|---|---|---|---|
Mileage (personal car)
At your company's rate. For reference, the IRS business standard mileage rate is 76 cents a mile for July 1 to Dec. 31, 2026 only; check the current rate after that.
| Date | From and to | Business purpose | Miles | Rate per mile | Amount |
|---|---|---|---|---|---|
Totals
| Line | Amount (USD) |
|---|---|
| Expenses (all lines above, in USD) | |
| Per diem | |
| Mileage | |
| Total | |
| Less: paid with a company card | |
| Due for reimbursement | |
| Less: travel advance received | |
| Due to the employee (or, if negative, to return) |
Sign-off
| Who | Statement | Name and signature | Date |
|---|---|---|---|
| Employee | I confirm these expenses were for company business, and that the receipts are attached or explained. | ||
| Approver | I have reviewed this report against our expense policy. | ||
| Finance | Checked and paid on the date shown. |
Submit within the number of days your policy sets. IRS Publication 463 treats accounting within 60 days of the expense, and returning any excess within 120 days, as a reasonable period.
General information, not tax advice. IRS figures checked Oct 22, 2026.
A silentVIP template, free to copy and adapt. silentvip.com/resources/templates/travel-expense-report
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