Expense Statement_Yearly

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Expense Statement: For the Financial Year {{financial_year}}

**Date of Issue:** {{date_of_issue}}

**Statement Period:** From {{start_date}} to {{end_date}}

**Prepared By:** {{preparer_name}} (Employee ID: {{preparer_employee_id}})

Employee/Department Information

**Employee Name:** {{employee_name}}

**Employee ID:** {{employee_id}}

**Department:** {{department}}

**Manager/Supervisor:** {{manager_name}}

Summary of Expenses by Category

| Expense Category | Total Amount ({{currency}}) |

|---|---|

| Travel & Accommodation | {{total_travel_accommodation}} |

| Meals & Entertainment | {{total_meals_entertainment}} |

| Office Supplies & Equipment | {{total_office_supplies}} |

| Utilities & Rent | {{total_utilities_rent}} |

| Professional Development & Training | {{total_professional_development}} |

| Marketing & Advertising | {{total_marketing_advertising}} |

| Software & Subscriptions | {{total_software_subscriptions}} |

| Other Business Expenses | {{total_other_expenses}} |

| **TOTAL REPORTED EXPENSES** | **{{grand_total_expenses}}** |

Detailed Expense Breakdown

**Instructions:** Please list all expenses chronologically and attach original receipts or invoices for each entry. Group expenses by category.

---

**Category: Travel & Accommodation**

| Date | Description | Merchant | Amount ({{currency}}) | Receipt/Invoice No. | Notes |

|---|---|---|---|---|---|

| {{travel_date_1}} | {{travel_description_1}} | {{travel_merchant_1}} | {{travel_amount_1}} | {{travel_receipt_no_1}} | {{travel_notes_1}} |

| {{travel_date_2}} | {{travel_description_2}} | {{travel_merchant_2}} | {{travel_amount_2}} | {{travel_receipt_no_2}} | {{travel_notes_2}} |

| ... | ... | ... | ... | ... | ... |

**Sub-Total Travel & Accommodation:** {{sub_total_travel}}

---

**Category: Meals & Entertainment**

| Date | Description | Merchant | Amount ({{currency}}) | Receipt/Invoice No. | Attendees/Purpose |

|---|---|---|---|---|---|

| {{meal_date_1}} | {{meal_description_1}} | {{meal_merchant_1}} | {{meal_amount_1}} | {{meal_receipt_no_1}} | {{meal_attendees_1}} |

| {{meal_date_2}} | {{meal_description_2}} | {{meal_merchant_2}} | {{meal_amount_2}} | {{meal_receipt_no_2}} | {{meal_attendees_2}} |

| ... | ... | ... | ... | ... | ... |

**Sub-Total Meals & Entertainment:** {{sub_total_meals}}

---

*(Repeat for other categories as required)*

**Overall Total Detailed Expenses:** {{overall_detailed_total}}

Declaration by Employee

I, {{employee_name}}, declare that the expenses listed above are true and accurate, and were incurred wholly, exclusively, and necessarily for the business of {{company_name}}.

I understand that false declarations may lead to disciplinary action.

**Employee Signature:** _________________________ **Date:** {{declaration_date}}

Approval by Management

I, {{approver_name}}, as the responsible manager/supervisor, have reviewed the attached expense statement and confirm that the reported expenses are in line with company policy and are approved for processing.

**Manager/Supervisor Name:** {{approver_name}}

**Title:** {{approver_title}}

**Manager/Supervisor Signature:** _________________________ **Date:** {{approval_date}}

For Accounting Department Use Only

**Date Received:** {{accounting_date_received}}

**Processed By:** {{accounting_processor_name}}

**Payment Method:** {{payment_method}}

**Payment Date:** {{payment_date}}

**GL Account Codes:**

* Travel: {{gl_travel_code}}

* Meals: {{gl_meals_code}}

* Office: {{gl_office_code}}

* ...

**Notes:** {{accounting_notes}}

Signature Block

Sincerely,

_________________________

{{company_authorised_signature_name}}

{{company_authorised_signature_title}}