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. TER-2026-0219 - 4Date filed
e.g. November 12, 2026 - 5Employee
e.g. Andres T. Gomez - 6Position
e.g. Key Accounts Executive
Liquidating a business trip
Write one line per day of the trip, with where you went and what you spent under each heading. The paper adds each day across and each heading down, then takes away the cash advance.
Example: a four-day Cebu trip spending PHP 23,460 against a PHP 25,000 advance leaves PHP 1,540 for the employee to return.
- Transportation: airfare, airport fees, taxi, Grab, bus, ferry, fuel and toll if you drove.
- Meals: your own meals while away, within the daily meal allowance your company sets.
- Lodging: the hotel's invoice per night; booking-site printouts alone are usually not accepted.
- Other: terminal fees, printing, a training venue, baggage — say what in the route column.
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
Is a per diem the same as an expense report?
No. A per diem is a fixed daily allowance the company gives without receipts; an expense report claims actual spending with receipts. Some companies combine them — meals by per diem, transport and lodging by receipt. Follow your company's travel policy.
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.