Expense Report: Jamie Lee, Chicago Client Visit to Acme Corp
| Field | Details |
|---|---|
| Submitted by | Jamie Lee |
| Department | Sales |
| Purpose | Chicago client visit to Acme Corp |
| Period | 2025-03-03 to 2025-03-06 |
| Currency | USD |
| Number of items | 12 line items (from 11 receipts; the client lunch is split into food and alcohol) |
| Total amount | $1,157.91 |
| Total reimbursable to employee | $666.52 ($648.72 if line 9 is a duplicate) |
| Prepared on | ____________________ |
Itemized expenses
| # | Date | Merchant | Category | Description | Amount | Tax | Paid with | Reimbursable |
|---|---|---|---|---|---|---|---|---|
| 1 | 2025-03-03 | Delta | Airfare | Round-trip flight, BOS to ORD | 412.40 | Missing | Corporate Amex | No |
| 2 | 2025-03-03 | Uber | Ground Transport | Ride, ORD airport to hotel | 38.50 | Missing | Personal Visa | Yes |
| 3 | 2025-03-03 | Hilton Chicago Downtown | Lodging | Hotel, 2 nights (Mar 3–5), Chicago | 389.12 | 47.80 | Personal Visa | Yes |
| 4 | 2025-03-04 | Starbucks | Meals | Starbucks purchase (item not specified) | 6.45 | Missing | Personal Visa | Yes |
| 5 | 2025-03-04 | The Tavern | Client Entertainment | Client lunch with Dana Ruiz (Acme Corp), food portion | 62.20 | Missing | Personal Visa | Yes |
| 6 | 2025-03-04 | The Tavern | Client Entertainment | Client lunch, 2 glasses of wine (excluded by policy) | 24.00 | Missing | Personal Visa | No |
| 7 | 2025-03-04 | FedEx Office | Printing & Supplies | Printed brochures for client visit | 54.99 | Missing | Corporate Amex | No |
| 8 | 2025-03-05 | Lyft | Ground Transport | Ride, hotel to Acme office | 17.80 | Missing | Personal Visa | Yes |
| 9 | 2025-03-05 | Lyft | Ground Transport | Ride, hotel to Acme office | 17.80 | Missing | Personal Visa | Yes |
| 10 | 2025-03-05 | Portillo's | Meals | Dinner, Chicago | 14.75 | Missing | Personal Visa | Yes |
| 11 | 2025-03-06 | Personal vehicle | Mileage | Drive, Logan Airport to Worcester: 47 mi × $0.70 = $32.90 | 32.90 | n/a | Personal vehicle | Yes |
| 12 | 2025-03-06 | Logan Central parking | Parking | Airport parking, 3 days | 87.00 | Missing | Personal Visa | Yes |
Totals by category
| Category | Reimbursable to employee | Company-paid (Corp Amex) | Not reimbursable (policy) | Total |
|---|---|---|---|---|
| Airfare | 0.00 | 412.40 | 0.00 | 412.40 |
| Lodging | 389.12 | 0.00 | 0.00 | 389.12 |
| Ground Transport | 74.10 | 0.00 | 0.00 | 74.10 |
| Mileage | 32.90 | 0.00 | 0.00 | 32.90 |
| Parking | 87.00 | 0.00 | 0.00 | 87.00 |
| Meals | 21.20 | 0.00 | 0.00 | 21.20 |
| Client Entertainment | 62.20 | 0.00 | 24.00 | 86.20 |
| Printing & Supplies | 0.00 | 54.99 | 0.00 | 54.99 |
| Grand total | 666.52 | 467.39 | 24.00 | 1,157.91 |
Check: 666.52 + 467.39 + 24.00 = 1,157.91.
Needs your attention
- Lines 8 and 9: These may be duplicates. Both show the same merchant, route, amount ($17.80) and date. Confirm they were two separate rides, or remove one. Removing one lowers the reimbursable total to $648.72.
- Line 6: The $24.00 for alcohol is excluded under your policy and is marked not reimbursable. It was split from The Tavern receipt ($86.20 total).
- Lines 5 and 6: The receipt lists only Dana Ruiz (Acme Corp) as an attendee. I assumed you also attended, which makes 2 people. Please confirm the full attendee list.
- Line 4: The Starbucks purchase has no description. Please add what it was. It is categorized as Meals for now.
- Lines 1, 2, 3, 5/6, 7 and 12: These are over $25, so your policy requires receipts. Attach a receipt for each one.
- Line 11: Mileage ($32.90) is over $25 but has no receipt. Confirm what documentation your company accepts, such as a mileage log or route map.
- Line 11: Only the drive home (Logan to Worcester, 47 mi) is listed. Your Logan parking suggests you also drove to the airport on Mar 3. If so, add those miles.
- Line 2: Your note included a correction ("Logan to... wait no"). I recorded the route as ORD airport to hotel. Please confirm this is right.
Assumptions
- Year: All dates are in 2025. Your receipts did not include a year, so I took it from your report details (Mar 3–6, 2025).
- Payment method: Lines without a card listed (4, 8, 9, 10) are recorded as Personal Visa, based on your note.
- Hotel date: The Hilton stay is dated 2025-03-03, the check-in date, for sorting.
- Hotel tax: The Hilton tax ($47.80) is included in the $389.12 total, as you stated. No tax figures were given for the other receipts, so they are marked "Missing."
- Lunch split: The Tavern receipt is split into food ($62.20) and wine ($24.00) because you gave the wine amount separately.
- Meal cap: Your $75/day per-person cap is not exceeded on any day. Mar 4 comes to $68.65 even if all the lunch food ($62.20) plus Starbucks ($6.45) counts toward you. Mar 5 is $14.75.
- Currency: All amounts are in USD. No conversion was needed.
- Mileage: Calculated at your stated rate of $0.70/mile.
Approval
Employee signature: ______________________________ Date: ______________
Approver signature: ______________________________ Date: ______________
CSV for import
Date,Merchant,Category,Description,Amount,Tax,Currency,PaymentMethod,Reimbursable,Notes
2025-03-03,Delta,Airfare,"Round-trip flight, BOS to ORD",412.40,Missing,USD,Corporate Amex,No,Receipt required (over $25)
2025-03-03,Uber,Ground Transport,"Ride, ORD airport to hotel",38.50,Missing,USD,Personal Visa,Yes,Receipt required (over $25); confirm route
2025-03-03,Hilton Chicago Downtown,Lodging,"Hotel, 2 nights (Mar 3-5), Chicago",389.12,47.80,USD,Personal Visa,Yes,Tax included in total; receipt required (over $25)
2025-03-04,Starbucks,Meals,Starbucks purchase (item not specified),6.45,Missing,USD,Personal Visa,Yes,Description needed
2025-03-04,The Tavern,Client Entertainment,"Client lunch with Dana Ruiz (Acme Cor