Expense report: how to fill out a document

Any document based on the receipt of money requires the correct form. If the organization provided the employee with funds for any needs, then it is necessary to report for them by filling out an expense report.

Who should fill out the expense report

The director cannot give money to an organization for any employee for no reason. Initially, a list of employees who have the right to receive advance cash with a subsequent report should be determined. For this, it is necessary to draw up and issue a special order.

If the subordinate needs funds to carry out any business, he must provide the director with a free-form statement. It is required to indicate the required amount and the purpose for which the money is requested. If the director agrees with the statement, then he personally signs the statement and indicates how much he allows to borrow funds and for how long.

It is important to indicate that cash can only be issued to an employee who has already fully accounted for all previously received amounts.

Sometimes an employee may need a power of attorney, which must be issued on behalf of the organization according to the established model No. M-2 or No. M-2a. These forms were approved back in 1997 by a resolution of the Federal State Statistics Service of the Russian Federation.

For the money spent that was issued in the accounting department of the organization, an employee must report. There is a certain period in which it is necessary to fill out and submit an expense report. It is 3 days from the end of the period indicated by the head of the organization on the application form.

If funds were provided to the employee for business travel needs, then he should report for them in the next 3 business days after returning from a business trip.

How expense is confirmed for expense report

If the employee has money left, then he will not be able to return it to the cashier just like that. First you need to collect all the documents that confirm that the money was spent specifically for the needs for which they were provided. It can be cash and commodity checks, tickets, receipts, acts and other forms of strict reporting.

After receiving each such document, it is imperative to check whether the date, amount and details are readable.

All documents to the employee will need to be given to accounting.

What happens if the expense report is not filled out correctly

If an employee incorrectly executed or failed to submit an advance report within 3 days, the supervisory authority will consider the funds received as income, on which it will be necessary to charge the insurance premium and personal income tax. If later the employee nevertheless provides all the necessary documents and a report, then the accountant will need to make a recalculation.

An authorized employee of the organization may withhold the amount for which a report has not been provided from the employee’s salary.

Basic rules for preparing an expense report

The basis of the provision of the expense report is the following rules:

1. The expense report must be supported by documents confirming the amounts spent.

2. Documents must be submitted no later than 3 business days after the end of the business trip, the period specified by the manager or from the moment of going to work after illness or vacation.

3. A report is drawn up in a special form No. AO-1. It is also allowed to use the expense report form, which is approved by the head of the organization.

4. Only the manager must be responsible for approving the expense report.

5. The expense report is filled in by the employee who spent the money. Also, some information should be entered by the accountant.

In the expense report the following data should be indicated:

1. Information about the company that issued the employee money.

2. Information about the employee who received funds from the organization.

3. The purpose for which it is necessary to provide money to an employee of the company.

4. Amount.

5. Data on all expenses with confirmation.

6. Balance, if any.

At the end, the employee and employees of the accounting department, who issued money and received the remainder, signatures are placed.

No stamps are required on the expense report. This is because the document is internal. And does not go beyond the organization. In addition, since 2016, all legal entities, and not just individual entrepreneurs, have every right not to endorse their documents with their stamps and seals.

The report is completed in a single copy. It is part of the original documentation and should not be mistaken in its design. If for some reason it was not possible to avoid blots or incorrect filling, then it is better to take a new form and fill it in a new way.