Expense claim EC-2026-231
Expense report
A physiotherapist claims back four days at a conference. The interesting part is not the total but the subtraction: the trip cost one number and the reimbursement is a smaller one.
The document, page by page
Every page as it renders and as it prints, with nothing summarised. Read the wording before you reuse it.
Section by section
What each section is for, so you can keep the ones you need and drop the rest.
- Employer band
- Legal entity, ABN and the finance inbox, on every page because claims are separated and scanned by the page.
- Trip, claimant, cost centre, payable
- The four facts an approver reads before deciding whether to open the detail at all.
- Claimant details
- Name, employee number, role, cost centre and the date the claim was lodged, which is what the sixty day rule is measured from.
- Purpose and approval
- The conference, why this person went, who approved it and when, so the business reason is recorded with the money.
- Itemised expenses
- Seven lines with date, category, supplier, the GST inside the amount and the amount, totalled at the foot.
- Vehicle use
- The airport run claimed at a rate per kilometre rather than by receipt, with the distance and the rate both shown.
- What is actually payable
- Expenses plus vehicle use, less the airfare and registration already on the corporate card, leaving the amount to bank.
- Policy checks
- Four numbered rules on receipts, timing, travel class and meals, each pointed at the line on this claim that it applies to.
- What gets a claim sent back
- The four failures that return a whole claim rather than a single line, listed so the claimant can check before submitting.
- Ledger and tax treatment
- The account codes each category posts to, whether the dinner is entertainment for fringe benefits tax, the receipt count and the payment run.
- Declaration and approval
- The statement the claimant signs about the expenses being real and unclaimed elsewhere, then the approver block.
Clauses in this document
What makes this document work
The corporate card is netted off in view
The claim adds up the whole trip, then subtracts the airfare and registration already paid on the company card. Two numbers matter, what the trip cost and what the person is owed, and both are on the page.
Each line carries its own GST
Supplier and tax amount sit beside every expense, so the claim doubles as the substantiation record. Finance can code it without opening the scanned receipts.
The policy tests are applied, not cited
Four numbered checks name the actual lines they pass: the taxi fares under the receipt threshold, the four day lodgement, the ninety minute sector, and the dinner with a second attendee named.
Questions people ask
What belongs in an expense report?
The date, category, supplier and amount for each expense, the tax inside it, what business purpose the trip served, who approved it, and a declaration signed by the person claiming.
Do I need a receipt for every expense?
To claim the GST credit an Australian business needs a tax invoice once a purchase passes $82.50 including tax. Below that a card receipt is enough, which is why the two taxi fares here are handled differently from the hotel.
How is private car use claimed?
By the kilometre rather than by receipt. This claim uses the cents per kilometre rate, 88 cents when it was written, applied to a return airport run of 96 kilometres.
Why subtract what the corporate card paid?
Because the report has two audiences. The cost centre owner wants the true cost of sending someone to the congress, and payroll wants the amount to bank. Splitting them stops the same airfare being paid twice.
What does the policy checks section do?
It shows the claim against the rules before anyone approves it. This report lists the checks, such as receipt thresholds and the vehicle rate, next to the claim itself. An approver reading both together is making a decision rather than an assumption, and the claimant can see why a line was queried.
Why list what gets a claim sent back?
Because a rejected claim costs both people a week. This report names the common reasons, missing receipts, personal items and unapproved travel, in a short section. Claimants read it while filling the form in, which fixes the problem at the only point where fixing it is cheap.
Build your own in about a minute
The button below opens the generator with this use case already described. Change the wording to match your own, generate, then edit anything you like.
Make one like thisOther document examples
Rate card
A studio publishes what each role costs by hour, by day and by booked week, then explains the arithmetic between them. A day is seven billable hours inside a seven and a half hour day, and a booked week is ten per cent off five of those.
Loan agreement template
A Tasmanian foundry is borrowing $180,000 from a private investment company to buy a used induction furnace. The lender is not a bank, so everything a bank would take for granted has to be written down: what has to happen before the money moves, what is registered over what, and how long the borrower gets to fix a default.
Remittance advice
One transfer covers five invoices, a credit note and a settlement discount, which is why the payment matches no invoice on the supplier's ledger. The advice exists so the supplier can apply it in the right order rather than oldest first.
Want the steps in the builder? Read Create a document with AI, then Every document component and when to use it. For everything this generator can do, see the document maker.
Written and checked by the OneCraft team. Last checked .