Make the business purpose easy to understand
A useful expense description identifies what the expense was for, when it happened, and how it supported work. Match the entry to its receipt so a reviewer can understand the record without guessing.
A clearer description
A specific description connects the expense to the work activity.
Too broad
Team lunch
- Does not say when it happened.
- Does not explain the work connection.
More useful
Lunch with the Northstar Services project team after the client workshop on 14 May; discussed delivery milestones.
- Names the activity and date.
- Explains the work purpose.
Prepare the report
Complete these checks for each expense entry.
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1
Match the receipt
Check that the receipt belongs to the transaction. If it is not available, note what is missing and follow your organization's verified process.
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2
Enter the transaction details
Record the date and amount shown on the supporting record, using the fields provided in your expense process.
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3
Describe the work purpose
Name the activity and explain its connection to work. Add a date or project context when it helps identify the transaction.
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4
Review before submission
Compare the entry with its receipt and check that the description is specific, readable, and consistent with the supporting information.
Questions while preparing an entry
What if I cannot find the receipt?
Do not guess or mark a receipt as attached when it is not. Record which transaction needs attention and follow your organization's verified missing-receipt process.
What if I do not have enough detail to explain the business purpose?
Check your records or ask the relevant project or activity owner for the missing context. Describe only what you can confirm.
Does this guide set reimbursement rules?
No. It shows how to prepare clear information. Use the current, verified expense policy for eligibility, submission requirements, and organization-specific rules.