Template - Expense Form

7/31/2019 Template - Expense Form

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Project Management Administrative Policies & ProceduresDraft 2 - 2007

Document Control

Document Information

Information

Document Id [Document Management System #]

Document Owner [Owner Name]

Issue Date [Date]

Last Saved Date [Date]File Name [Name]

Document History

Version Issue Date Changes

[1.0] [Date] [Section, Page(s) and Text Revised]

Document Approvals

Role Name Signature Date

Project Sponsor

Project Review Group

Project Manager

Quality Manager(if applicable)

Procurement Manager(if applicable)

Communications Manager(if applicable)

Project Office Manager(if applicable)

2003 VALC Consultants LTD. All rights reserved.

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Template Guide

What is an Expense Form?

An Expense Form is a document which is completed by a project member to request thepayment of an expense (or cost) on the project. A single Expense Form may be completedfor multiple expenses incurred on the project. Regardless of the type and number ofexpenses incurred, payment will not be made to the payee (or beneficiary) until a validExpense Form has been completed. Each Expense Form submitted must include:

The activity and tasks listed in the Project Plan against which the expense occurred

The date upon which the expense occurred

The type of expense (e.g. labour, equipment, materials, administration)

A detailed description of the expense

The amount of the expense claimed

The payee to whom payment should be made

The Invoice Number related to the expense (if applicable)

When to use an Expense Form

Expense forms should be completed for ALL project expenses, including contractor,supplier, equipment, materials and administration expenses. Staff salary expenses areexempt as total salary expenses can be calculated from the timesheet information providedto the Project Manager on a regular basis. Expense Forms should be completed weekly andprovided to the Project Manager for approval. Upon approval, the expense information isentered into an Expense Register to enable the Project Manager to track and record thephysical costs of the project. Summarised expense information is also entered into the

Project Plan to record the actual spend against the planned spend. Expense Forms arecompleted during the Execution phase of the project (i.e. the phase within which theproducts are constructed) following the completion of the Financial Plan.

How to use this template

This document provides a guide on the topics usually included in an Expense Form.Sections may be added, removed or redefined at your leisure to meet your particularbusiness circumstance. Example tables, diagrams and charts have been added (wheresuitable) to provide further guidance on how to complete each relevant section.


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Expense Form

PROJECT DETAILS

Project Name: Name of the project incurring this expenseProject Manager: Name of the project manager responsible for this expenseStaff Member: Name of the person submitting this expense form

EXPENSE DETAILS

ActivityID

TaskID

ExpenseDate

ExpenseType

ExpenseDescription

ExpenseAmount

PayeeName

InvoiceNo.

Total

APPROVAL DETAILS

Submitted by Approved by

Name: Name:

Signature: Date: Signature: Date:

__________________ ___/___/____ __________________ ___/___/____

Any invoices relating to this Expense Form should be attached to this document

PLEASE FORWARD THIS FORM TO THE PROJECT MANAGER


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Documents

Template - Expense Form