How to fill in this expense report
- 1Company name
e.g. Northpoint Pharma Inc. - 2Company address
e.g. 3/F Orient Square, Ortigas Center, Pasig City - 3Report number
e.g. ER-2026-0533 - 4Date filed
e.g. November 12, 2026 - 5Employee
e.g. Andres T. Gomez - 6Position
e.g. Key Accounts Executive
How to fill in an expense report
Write one line per receipt, in date order. The paper adds them up, takes away any cash advance you received, and shows whether the company owes you or you owe the company.
- Category: Transportation, Meals, Supplies, Communication, Representation — whatever your company's chart of accounts uses.
- Description: what it was for and who it was with, enough for the approver to say yes without asking.
- OR no.: the number on the official receipt or sales invoice, so finance can match it.
- Cash advance: the amount you were given before spending, if any.
Before you submit it
Finance returns expense reports for the same few reasons. Check these first.
- Attach every receipt in the order of the lines, numbered to match.
- Receipts should be in the company's registered name and TIN, not yours.
- Personal items on a shared receipt (a drink for yourself on a client lunch) are left out.
- The approver signs before finance releases any money.
Questions people ask
Do I need official receipts for every line?
Yes, wherever one is issued. Companies can only deduct an expense that is supported by a BIR-registered invoice or receipt in the company's name and TIN, so finance will ask for it. For a jeepney or tricycle fare with no receipt, write "no receipt" in the OR column; many companies then ask for a certificate of expenses signed by the employee and approver.
What if the balance is negative?
Then you spent less than the cash advance, and the paper says how much you return to the company. A positive balance is what the company still owes you.
How soon should a cash advance be liquidated?
Most company policies give 5 to 10 working days after the trip or activity. An advance left unliquidated may be deducted from salary only if you agreed to it in writing — check your company's policy.
Can I save the company details for next time?
Save the report to My Desk. Next time open it, change the period and the lines, and download. Saved papers are encrypted — we never read them.
This page explains common practice and is not legal advice. Offices set their own rules — when in doubt, call ahead or ask your notary or lawyer.