Expense Spreadsheet.pdf

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Monthly Expense Report check bank statement Original Petty cash Expense Report spreadsheet month Original receipt spreadsheet

Instructions for Monthly Expense Report 
 
 
Required Back-up Documents 
 
1. 
Monthly Expense Report spreadsheet. (Back-up attached) – All receipts should be taped 
to an 8 ½ X 11” piece of paper. 
 
a. Original receipts and authorization cover sheet, with signatures for online expenses 
and expenses without invoices (like rent.) 
b. Original Local Reimbursement form and original receipts. Two authorized signatures 
on form. 
c. Petty cash - Original spreadsheet and original receipts taped to 8 ½ X 11” piece of 
paper. 
d. Void checks – even if a check is voided, include it on the spreadsheet and attach the 
check to the monthly expense report. 
        
2. 
Original bank statement. 
a. Original cancelled checks (if any returned by the bank, or microfilm copies.) 
b. Original deposit receipts. 
c. Copy of Statewide Replenishment check. 
d. Copy of any checks that are donations to CUE, and the name of the person or 
institution who made the donation. 
 
 
How to record the monthly expenses on the spreadsheet 
 
1. 
On the spreadsheet, include all checks written that month.  For example for the month of 
December 2005, include all checks actually written between Dec. 1 and Dec. 31.  These 
should be recorded on the monthly expense report spreadsheet for December.  Include all 
checks written, even if the check did not clear the bank or show on the bank statement for 
that month. 
2. 
The December 2005 monthly expense report spreadsheet should be mailed to the 
statewide office early in January, even though you will not yet have received the bank 
statement for December until mid-January. 
3. 
Then, when you receive the bank statement, mail that separate, with the original checks 
(if any.)  The bank statement should be mailed to the statewide office every month, once 
you receive it from the bank, even if there was no activity for that month. 
 
Petty Cash Log – give an explanation of expense and attach all original receipts. 
 
1. 
Enter the date you received the check for Petty Cash. 
2. 
Enter the amount received. 
3. 
Enter the date of the expense as shown on the receipt, and the reason for the purchase. If 
you purchase something for an event, include the name/purpose of the event.  If you 
purchased something for the office, enter “Office Supplies.” 
4. 
Even if all the Petty Cash was not spent in a month, and you want to use the remaining 
balance the following month, you still need to complete the Petty Cash Log showing 
what was spent for that month.