Expense Form For [Project Name]

Project Management Administrative Policies & Procedures Draft 2 - 2007

Document Control
Document Information

Document Id Document Owner Issue Date Last Saved Date File Name

Information [Document Management System #] [Owner Name] [Date] [Date] [Name]

Document History
Version [1.0] Issue Date [Date] Changes [Section, Page(s) and Text Revised]

Document Approvals
Role Project Sponsor Project Review Group Project Manager Quality Manager (if applicable) Procurement Manager (if applicable) Communications Manager (if applicable) Project Office Manager (if applicable) Name

Signature

Date

2003 VALC Consultants LTD. All rights reserved.

Project Management Administrative Policies & Procedures Draft 2 - 2007

Template Guide
What is an Expense Form? An Expense Form is a document which is completed by a project member to request the payment of an expense (or cost) on the project. A single Expense Form may be completed for multiple expenses incurred on the project. Regardless of the type and number of expenses incurred, payment will not be made to the payee (or beneficiary) until a valid Expense 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 are exempt as total salary expenses can be calculated from the timesheet information provided to the Project Manager on a regular basis. Expense Forms should be completed weekly and provided to the Project Manager for approval. Upon approval, the expense information is entered into an Expense Register to enable the Project Manager to track and record the physical 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 are completed during the Execution phase of the project (i.e. the phase within which the products 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 particular business circumstance. Example tables, diagrams and charts have been added (where suitable) to provide further guidance on how to complete each relevant section.

2003 VALC Consultants LTD. All rights reserved.

Project Management Administrative Policies & Procedures Draft 2 - 2007

Expense Form
PROJECT DETAILS
Project Name: Project Manager: Staff Member:

Name of the project incurring this expense Name of the project manager responsible for this expense Name of the person submitting this expense form

EXPENSE DETAILS
Activity ID Task ID Expense Date Expense Type

Expense Description

Expense Amount

Payee Name

Invoice No.

Total

APPROVAL DETAILS
Submitted by Name: Signature: __________________

Approved by Name: Date: ___/___/____ Signature: __________________ Date: ___/___/____

Any invoices relating to this Expense Form should be attached to this document PLEASE FORWARD THIS FORM TO THE PROJECT MANAGER

2003 VALC Consultants LTD. All rights reserved.