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How do I Choose the Best Travel Expenses Form?

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  • Written By: A. Leverkuhn
  • Edited By: Andrew Jones
  • Last Modified Date: 12 November 2016
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Managers, department heads, independent contractors or hourly wage workers may all find themselves looking for the best travel expenses form to correctly report the costs of moving around for business. Travel expense forms provide efficient formats for many different kinds of expenses, and many different business uses. Choosing the best travel expenses form means tailoring aspects of that form to your particular needs for accurate reporting.

Those who want the best travel expenses form for their business should think about their uses and goals for travel expense accounting: will the primary purpose of the expense form be for internal reporting, for reimbursement within the company, or for reporting travel expenses to the Internal Revenue Service? These two uses of travel expenses form templates are very different, and figuring out specific goals will allow busy commuters and others to find the best forms that help them report what’s necessary. It also helps to have forms that are clear and easy to use, with specific columns for each different type of cost.

One primary aspect of choosing the best travel expenses form is mileage accounting. Many companies, as well as the federal government’s tax service, require odometer markings and other key bits of data for accurately recording miles traveled in a vehicle. The best travel expenses forms provide for this information, along with other specific costs like tolls, etc.

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Another key aspect in choosing the best travel expenses form is to match that form to the different types of transportation that a worker commonly uses. Many expense forms are only made to track personal vehicle use, but others include separate reporting for trains, buses, and airplanes, as well as other forms of transportation. Forms should also have separate categories for travel related expenses like food as they apply to a specific reimbursement agreement.

Along with all of the specific items on a travel expenses report, it’s also important to choose travel expense forms according to their format. With so much going on in today’s business world over the Internet, it may make a lot of sense to select forms in a digital format that can easily be sent to a central accounting office. The manager or other person in charge of travel expense forms should think about how easy they will be to “sign off on,” or include in a corporate “service oriented architecture,” or “SOA.” Considering all of the above will help leaders make the best choices for a travel expenses form that works.

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