Office administration: discussing expense reports
1
Think about these questions before reading. Share your ideas with a partner.
- If you have to travel for your job, what are some of the most common expenses you need to keep track of?
- Imagine you are a manager. Why is it important for your team to report their business expenses accurately and on time?
- Some companies give employees a daily allowance for food and travel instead of asking for individual receipts. What do you think are the advantages and disadvantages of this system?
2
Claiming Business Expenses
Listen to the dialogue. Notice how the vocabulary and grammar from the lesson are used.
3
Answer the questions based on the dialogue.
01Why is Marco unsure what to do at the beginning of the dialogue?
Sample answerBecause it was his first business trip and he has a lot of receipts.
02What does Marco need to do to claim his money back?
Sample answerHe has to fill out an expense form.
03Does Marco know the exact total of his expenses?
Sample answerNo, he only has a ballpark figure at the moment.
04What advice does Emma give Marco if he doesn't hear back about his claim?
Sample answerShe suggests he send a polite email to ask for an update on its status.
4
Key vocabulary
Vocabulary
These expressions will help you discuss business expenses more naturally.
Examples
keep track of (something) — to pay attention to where something is or what is happening to it, so that you have the latest information.
This is a common phrasal verb. You can 'keep track of' your receipts, your spending, or your project hours.
out-of-pocket expenses — costs that you pay for with your own money for work, which your company will pay back to you later.
This is a fixed phrase. Common examples include paying for a taxi to a meeting or buying office supplies yourself.
claim (something) back — to officially ask for money that you have spent to be returned to you, especially from a company or the government.
This phrasal verb is often used with expenses. For example, 'You can claim back the cost of your train ticket on your expense report.'
within budget — not spending more money than the amount that was planned or allowed.
This is a common business collocation. The opposite is 'over budget'. You can say, 'We need to make sure all travel costs stay within budget.'
a ballpark figure — an approximate number or a general estimate of a cost, not an exact amount.
This is a slightly informal but very common idiom in business. Use it when you don't know the exact number, e.g., 'Can you give me a ballpark figure for the hotel costs?'
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Key vocabulary for expenses
Here are some useful words for talking about business expenses.
Match each item on the left with the correct item on the right.
Drag or click to match
Definitions
6
Grammar: Modals of obligation and advice
Grammar
We use modal verbs like 'must', 'have to', and 'should' to talk about rules, obligations, and advice. In a business context, they are essential for understanding company policies, like how to submit an expense report. 'Must' and 'have to' express strong obligation, while 'should' is used for recommendations.
Examples
You have to submit your expense report online before the 5th of the month.
Use 'have to' for external rules and official procedures set by the company.
You should categorize your expenses carefully to get your reimbursement faster.
Use 'should' to give strong advice or suggest a good idea. It is not a strict rule.
Employees must get approval before booking any international flights.
Use 'must' to emphasize the importance of a rule or a strong obligation.
Key points
- 'Have to' and 'must' are for strong obligations or rules.
- 'Should' is for advice and recommendations.
- Be careful with negatives: 'don't have to' means it's not necessary, but 'mustn't' means it's prohibited.
7
Find the mistake
Read the sentences below about business expenses. Each one has a mistake.
Find the one error in each sentence and correct it.
01You should submit your expense report by Friday; it's the company deadline.
Corrected version
You should must submit your expense report by Friday; it's the company deadline.
02Please make sure you fill out the form accurate so there are no delays with your payment.
Corrected version
Please make sure you fill out the form accurate accurately so there are no delays with your payment.
03It's important to keep track on all your out-of-pocket expenses when you travel for work.
Corrected version
It's important to keep track on of all your out-of-pocket expenses when you travel for work.
04Have you submit the forms to claim back your travel costs yet?
Corrected version
Have you submit submitted the forms to claim back your travel costs yet?
05Don't forget to attach a copy of every reciept to your report.
Corrected version
Don't forget to attach a copy of every reciept receipt to your report.
06I can't give you the exact cost, but I can give you ballpark figure.
Corrected version
I can't give you the exact cost, but I can give you a ballpark figure.
07The total amount for the flights are not within the team's budget.
Corrected version
The total amount for the flights are is not within the team's budget.
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Useful phrases: following up on an expense claim
Vocabulary
When you've submitted an expense report but haven't been paid, you need to contact the finance department. These phrases will help you write a polite and professional email to ask for an update.
Examples
I'm writing to follow up on my recent expense claim. — This is a clear and polite way to state your reason for writing.
Register: Neutral/Formal. Use this as the first sentence of your email to the finance or HR department.
I submitted it on [Date] for a total of [Amount]. — This gives the most important details immediately.
Register: Neutral. Always include specific information like the date and amount to help the person find your claim quickly.
I was just wondering if you could give me an update on its status. — This is a soft and polite way to ask for information without sounding demanding.
Register: Neutral. The phrase 'I was just wondering if...' is a very common way to soften a request in English.
Could you please let me know when I can expect the payment? — This is a direct but still polite question about the timeline.
Register: Neutral/Formal. Use this if you have a specific need to know the date. It is more direct than the previous phrase.
Please let me know if you need any more information from me. — This shows you are being helpful and cooperative.
Register: Neutral/Formal. This is a great way to show you want to help solve the problem, not just complain.
Thanks in advance for your help. — This is a friendly and professional way to end your email.
Register: Neutral. Saying 'thanks in advance' is common in work emails and shows you appreciate the help you expect to receive.
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Complete the sentences with words from the box. One word is extra.
Word bank
01You should use an app to all your expenses during your business trip.
02The company will reimburse you for any expenses, like taxis and meals.
03Please fill out this form to the money you spent on the train tickets.
04We have a strict of €50 per day for food, so please don't spend more than that.
05I don't know the exact cost of the conference yet, but a figure would be around $500.
10
Discuss these questions with a partner. Try to use vocabulary from the lesson.
- In your country or company, what is the most difficult part about claiming back out-of-pocket expenses? For example, is it keeping all the receipts, filling out the forms, or waiting for the money?
- Some people believe that if an employee's spending is always within budget, the company shouldn't require detailed receipts for small items. They argue it shows trust and saves time. Others say every expense must be recorded. What is your opinion?
- Imagine your manager asks you for a ballpark figure for a future business trip. What information would you need to collect to give an accurate estimate, and why is it important for the company to have this information early?