Congratulations on your purchase of the Travel Expense Form 

Follow these simple set-up instructions & you will soon be filing those expenses.

1.      Original Form Set-up

2.      Using the Expense Worksheet

3.      International Currency Worksheet (ICW)

4.      Timesheet

5.      Office Approval

Original Form Set-up

Once downloaded the Travel Expense forms will be in Zipped format if you did not specify a directory for the download the file will be in My Documents / Downloads / Compressed.

To extract the files you will need Winzip

• Extract the files to a directory of your choice on your computer.
• Open the TravelExpenseForm.xls by double clicking.
• First open Expense Report Printout by selecting from the bottom toolbar

Insert your own company name:-

• Repeat for the Timesheet

The Expense Report Worksheet comes with several predefined expense fields you may wish to customize.

• Select  Worksheet from the bottom toolbar – the predefined fields are :-

If you wish to modify any of these fields - select field & insert your own description. There are 10 blank fields that you can name.

• If company has a fixed Mileage allowance insert it here-

Ok very nearly done the week # feature changes year to year & with company preferences, if the week # is 1 week out this is easily remedied by selecting the week # cell

If you wish the # to be higher or lower modify the fx by removing the (-1 ) or changing the – to a +.

That’s it the form is ready to use!

Advanced Setup

If you wish to stop anyone from changing the work you have just done you may lock the fields.

To do this it is necessary to -

• Unlock the form - select tools from the top toolbar, select protection / unprotect sheet from the tools dropdown menu.

Unlock code is “eric”

• Highlight the areas you wish to protect – be careful not to select an area you wish to have someone fill in.
• Right click on highlighted area & select format cells.
• Select Protection tab from the format box
• Select locked 

Now relock the form by repeating step one –

• Select tools from the top toolbar, select protection / protect sheet from the tools dropdown menu – insert a password that you will remember - the form is now locked.

Using the Worksheet

Expenses have never been easier than this :-

• Insert Name & Sundays Date – all other name & date fields are automatically filled

•  Insert daily travel To / From – If required
• Insert personal mileage – Mileage charge is automatically calculated

• Fill in your daily expenses separating company charge from personal cash / charge
• Itemize with a short description

• If entertainment expenses were incurred itemize on Explanation Form

• If an advance was paid insert $ amount

Expenses are done – Total payable to employee is displayed.

International Currency Worksheet (ICW)

Nothing is more frustrating & time consuming than filing international expenses

The International Currency worksheets have been designed to eliminate these frustrations once & for all.

Nothing is simpler:-

• Fill out the Worksheet as explained above.
• Open ICW1 Insert “Country”, “Reference Date”, “Exchange Rate”

You can use the “Get Exchange Rates link” to get the correct rates for your reference date.

• Fill in the ICW as you would the normal worksheet using foreign currency

All values are automatically converted back to dollars & inserted into the Dollar Worksheet & Printout

• If more than one country is visited only use one ICW / Country

There are 7 ICW’s enough for a different country every day.

Timesheet

Several mistakes that employees make filling timesheets are overcome with this format

Calculating overtime, std time & travel time is automatic so the correct rates can be billed for the correct times.

Office Approval

All areas of the worksheet are totaled separately so approval is a breeze.

Comparing charge card statements to expenses couldn’t be simpler.

Worksheet overview Details :-

• Cash expended / day
• Charge Card Totals / Day
• $ from ICW’s cash & charge
• Daily Totals

Approval Sign & Date field is supplied together with a Check# field

The Travel Expense Report is now ready for  printing out all areas automatically filled.

That's all there is to it!

If you have any comments please contact Support@travelexpenseform.com

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©Cave's Import & Distribution 2006