Entertainment Expense Report

Businesses may organize entertainment activities, such as client dinners or staff events, for work-related purposes. Employees or other authorized individuals may sometimes pay these expenses out of pocket and then request reimbursement according to company policy.

An entertainment expense report provides a structured way to record these costs, explain their business purpose, and submit them for review.

What is an Entertainment Expense Report?

This report lists costs associated with business-related entertainment, including expenses paid personally by an employee or another authorized claimant. It provides a record of spending and may support a reimbursement request. Before incurring expenses, check the company’s policy on eligible costs, spending limits, approval requirements, and submission deadlines.

The report helps the claimant explain the expenses clearly and professionally. The employer can review the report and supporting receipts to determine which costs qualify for reimbursement.

Draft your entertainment expense report below.

Creating a Detailed Report?

The report should be accurate, clearly organized, and supported by relevant documentation. Consider the following points when preparing it:

Choose a Suitable Application

Use an application such as Microsoft Excel to organize expenses in a table and calculate totals. Give the report a heading such as “Entertainment Expense Report” so the reader can immediately identify its purpose.

Claimant Details

Include the name, job title or relationship to the company, department, and relevant contact details of the person requesting reimbursement. Add an employee or claimant ID if required.

Details of the Entertainment Activity

State the event’s name, date, location, and business purpose. Include relevant attendee details where required by company policy. A brief description should explain how the activity relates to company operations.

Expense Details

List each expense separately, including:

• The purchase date.
• A description of the item or service.
• The vendor’s name.
• The amount and currency.
• Applicable taxes and tips, where relevant.
• The payment method.
• A receipt or supporting document reference.

Show the total amount claimed at the bottom of the table. Clearly distinguish personally paid expenses from costs paid directly by the company, and account for any advances to avoid duplicate reimbursement.

Attach receipts and other required supporting documents so the reviewer can verify the amounts and their connection to the event. Explain any missing documentation according to company procedures.

Signatures and Approval

Include space for the claimant’s signature and submission date, if required. A separate section can record the reviewer’s name, approval decision, approved amount, and approval date.

A Useful Tool for Managing Entertainment Expenses

The report helps employees and other authorized claimants communicate business-related entertainment costs and request reimbursement. It also gives the company a consistent record for reviewing spending and processing eligible claims.

By reviewing these reports, the company can compare actual expenses with approved budgets, identify unnecessary costs, and plan future events more effectively. Clear reporting also helps claimants understand which expenses have been approved and whether further information is needed.