Travel expense report template with business and personal columns
A free travel expense report template (CSV) for business trips, including trips where you stayed a few extra days. Every expense has a day type, the exchange rate of its payment date, and two columns that always add up to the total: what the company pays and what you pay.
What's in the template
| Column | What to enter |
|---|---|
| Date | The day you paid (YYYY-MM-DD). The hotel is dated on check-out. |
| Day type | work, leisure, mixed or travel. This is what decides the split. |
| Merchant, Category | Who you paid and what for: airfare, lodging, meals, local transport, alcohol, entertainment. |
| Paid with | Company card, personal card or cash. If you paid a personal cost with a company card, you owe the company that share. |
| Amount, Currency | Exactly as on the receipt. |
| Rate to home currency | The exchange rate on the payment date, from your card statement or a reference rate your company accepts. |
| Amount in home currency | Amount × rate, rounded to the cent. |
| Company share, Personal share | The split. The two must add up to the amount in home currency. |
| Reason | One line on why: "night before a work day", "after the meeting ended". Finance teams read this column first. |
| Receipt no. | Number your receipts and attach them in that order. |
How to fill it in, step by step
- List your days first. Write down which days were work, leisure, mixed (and when the last meeting ended) or travel.
- Add every receipt, business and personal. Leaving personal ones out makes shared bills like the hotel impossible to check.
- Convert at the payment-date rate. Don't use one rate for the whole trip; rates move and your card statement won't match.
- Split each line with these rules: hotel by nights, flight to the company minus any extra fare caused by staying longer, work-day costs to the company, leisure-day costs to you, mixed days at the time the meeting ended, alcohol always to you. The business trip expenses guide explains each rule with an example.
- Check the totals. Company + personal = total, to the cent, on every row.
- Submit the company column and the receipts as your business trip expenses report. Keep the full sheet for yourself.
Useful formulas
In Excel or Google Sheets, with the example's columns (F = amount, H = rate, I = home amount, J = company share, K = personal share):
- Amount in home currency, row 2:
=ROUND(F2*H2, 2) - Personal share when you've entered the company share:
=I2-J2 - Check that a row adds up:
=IF(ROUND(J2+K2-I2, 2)=0, "OK", "CHECK")
If your spreadsheet uses a comma as the decimal separator, it may also use semicolons between formula arguments.
The example inside the file
The template comes filled with a real-looking trip: four days of work in London with a weekend added, home currency EUR. Total €1,703.04, of which €1,157.06 is for the company and €545.98 is personal. Delete the example rows when you start your own.
Doing this every trip? BlendTrip fills the same columns for you: mark the days, snap the receipts, and the split, exchange rates and reasons are done. The report your employer receives has the same structure as this template.
Questions
Is the template free?
Yes. It is a plain CSV file with no sign-up, no macros and no tracking.
Can I use it in Google Sheets?
Yes. In Google Sheets choose File, Import, Upload and select the CSV. In Excel or Numbers just open it.
Which exchange rate should I use for a travel expense report?
The rate of the day you paid. Many companies accept the rate from your card statement; others use a central bank reference rate. Use the same source for the whole report.
Do I include personal expenses in my expense report?
List them in your own copy so shared bills can be split and checked, but submit only the company share to your employer.
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