Free Travel Expense Report Generator (Printable PDF + CSV)
Add your trip expenses, see the totals by category and what you are owed, then print or save the report as a PDF or download it as a CSV. Free, no sign-up.
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What to include in a travel expense report
- Who and why: the traveler's name, the purpose of the trip and the destination.
- When: the start and end dates of the trip, and the date of each expense.
- Each expense: category (airfare, lodging, meals, ground transport, mileage and so on), a short description and the amount.
- Who paid: whether you paid yourself or used a company card, so only your own spending is reimbursed.
- Advances: any cash advance you already received, deducted from the amount due.
- Receipts: a receipt or invoice for each expense where possible.
- Sign-off: employee signature and date, and the approver's name and date.
How to submit your expense report
- Collect your receipts as soon as the trip ends, while you still remember what each one was for.
- Enter every expense above and check that the totals match your receipts.
- Print the report or save it as a PDF, sign it and attach your receipts.
- Send it to your manager or finance team. Many companies set a deadline for submitting reports, so check your expense policy.
Company rules decide what is reimbursed and how fast. For tax rules on travel records, see IRS Publication 463.
Related tools: the per diem calculator for meals and lodging limits, the mileage reimbursement calculator for car trips, and the business trip cost calculator to budget a trip before you go.
Travel expense report FAQ
Is this expense report template free?
Yes. The generator is free to use, with no sign-up. You can print it, save it as a PDF or download it as a CSV file that opens in Excel or Google Sheets.
Can I save the travel expense report as a PDF?
Yes. Click Print / Save as PDF and choose Save as PDF (or Microsoft Print to PDF) as the printer in your browser's print dialog. The printout contains only the report, with signature lines for the employee and the approver.
Is my data sent anywhere?
No. The report is built in your browser. Your draft is kept in your browser's local storage on this device so you can come back to it, and the Clear button deletes it.
What receipts do I need for a travel expense report?
Keep a receipt or invoice for each expense where you can, and add the date, what it was for and the amount. What your employer requires, and from what amount, is set by company policy, so check it before you submit. For tax rules on travel records, see IRS Publication 463.
How is mileage handled in the report?
Pick the Mileage category and enter the miles. In US dollars, the amount is calculated at the IRS business standard mileage rate for the date of the line. You can also leave the miles empty and type your own amount if your company uses a different rate.
What is the reimbursement due to employee?
It is the total of the expenses you paid yourself, minus any cash advance you already received. Expenses paid with a company card are counted in the grand total but not in what you are owed.
This is a general template, not tax or legal advice. Check your employer's expense policy and the IRS page for your situation. Mileage uses IRS standard mileage rates. Easy Trip Expenses is not affiliated with the IRS.