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University Bielefeld PO Box 100131 33501 Bielefeld Travel expenses must be claimed not later than 6 months after traveler's return Statement Of Travel Expenses Name, First Name(s) Position Faculty/Institution

How to fill out statement of travel expenses

How to fill out statement of travel expenses?

1. Begin by gathering all relevant receipts and documentation related to your travel expenses. This may include flight tickets, hotel bills, transportation receipts, and meal receipts.
2. Organize your expenses into different categories such as transportation, accommodation, meals, and any other relevant expenses. This will make it easier to calculate and report your expenses accurately.
3. Start with the basic information section of the statement, which typically includes your name, department, position, and travel dates. Make sure to provide all the necessary personal information required for the statement.
4. Proceed to list each expense category separately. Start with the transportation expenses and provide details such as the date, mode of transportation, destination, and the cost incurred.
5. Move on to the accommodation section and provide the details of your hotel or accommodation expenses. Include the dates, hotel name, amount paid, and any additional charges.
6. Document your meal expenses by listing the date, restaurant name, the number of people dining, and the total cost. It is important to note that some organizations may have specific policies regarding meal expenses, so make sure to follow any guidelines provided.
7. If you incurred any additional expenses related to your travel, such as conference fees or business-related expenses, include them in a separate category and provide the necessary details.
8. Calculate the total expenses for each category and include them in the designated section of the statement. Some statements may require you to provide a subtotal for each category and a grand total for all expenses combined.
9. Review your statement for accuracy and make sure all the necessary information is included. Double-check that all receipts are attached or provided separately as required.
10. Once you have completed the statement, sign and date it. Submit the statement along with all the supporting documentation to the relevant department in your organization, such as finance or administration.

Who needs statement of travel expenses?

1. Traveling employees: The primary individuals who need to fill out a statement of travel expenses are employees who have traveled for work purposes. These employees may be required to provide an accurate breakdown of their travel expenses to claim reimbursement or justify the expenses incurred during their trip.
2. Employers or accounting departments: Employers and accounting departments within organizations need the statement of travel expenses to review, validate, and approve the expenses incurred during business travel. This information is crucial for financial record-keeping, budgeting, and reimbursement purposes.
3. Auditors or regulatory authorities: Auditors or regulatory authorities may require the statement of travel expenses to verify the accuracy and legitimacy of expenses claimed by employees or to ensure compliance with organizational policies or government regulations.

Overall, the statement of travel expenses serves as a vital document for both individuals and organizations to manage and track travel-related expenses effectively.

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