Canadian Expense Report Template
A free Canadian expense report template to itemise business expenses and total a reimbursement claim.
- Accounting standard
- ASPE (CPA Canada Handbook, Part II)
- Financial year
- Corporation-chosen fiscal year-end (up to 53 weeks); many use 31 Dec
- Currency
- CAD (C$)
- Filed with
- Corporations Canada (annual return); CRA (T2)
| Amount | |
|---|---|
| Travel | C$320 |
| Accommodation | C$450 |
| Meals and entertainment | C$120 |
| Local transportation | C$60 |
| Office supplies | C$85 |
| Other | C$40 |
| Total to reimburse | C$1,075 |
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How to Fill In a Canadian Expense Report Template
An expense report itemises the costs an employee or owner has incurred on behalf of the business — such as travel, meals or office supplies — so they can be reimbursed accurately and the business keeps proper records to support the expense for the CRA.
Unlike the income statement or balance sheet, an expense report is a supporting document rather than one of the primary financial statements, but the totals it produces ultimately flow into operating expenses on the income statement.
What is an expense report?
An expense report is an itemised claim form listing individual business expenses incurred by an employee or owner, along with supporting receipts, submitted for reimbursement and for the business’s own expense records.
What to include
- Travel — the cost of flights, train tickets, mileage or other transportation between cities.
- Accommodation — hotel or other lodging costs incurred for business purposes.
- Meals and entertainment — food and client-entertainment costs incurred while travelling or conducting business.
- Local transportation — taxis, ride-shares, parking and public transit at the destination.
- Office supplies — small purchases such as stationery or consumables bought on the business’s behalf.
- Other — any remaining business cost that does not fit the categories above.
- Total to reimburse — the sum of all categories, calculated automatically.
Step-by-step guide
- List each expense as it is incurred, entering the amount against the correct category (travel, accommodation, meals and entertainment, local transportation, office supplies or other).
- Record the date and a short description for each item so the claim is easy to review and matches the receipt.
- Let the template total each category and the overall claim automatically once every item is entered.
- Attach the original receipts or digital copies to support every line — the CRA expects expense claims to be backed by proper documentation.
- Note any items that include meals and entertainment separately, since these are often subject to different tax treatment than fully deductible expenses.
- Submit the completed report with receipts attached to a manager or the finance function for approval.
- Keep a copy of the approved report and receipts with the business’s accounting records for the CRA’s required retention period.
Canada-specific rules
The CRA generally expects businesses to retain supporting documents — receipts, invoices and expense reports — for at least six years from the end of the last tax year they relate to, in case of a review or audit. An itemised, dated expense report with receipts attached is the standard way to meet that expectation for employee and owner reimbursements.
Meals and entertainment expenses are typically only partially deductible for corporate income tax purposes under Canadian tax rules (commonly 50%), which is different from most other operating costs that are fully deductible — flagging this category separately on the expense report, as this template does, makes it easier for your accountant to apply the correct treatment when preparing the T2 return.