Document Type
Expense Reports
An expense report is tax machinery disguised as paperwork. IRS accountable-plan rules decide whether a reimbursement is tax free, per diem has federal rate conventions, and nonprofits must code every dollar to a function. Each report here builds its rules in, including the advance deduction most homemade sheets botch.
Start With the Expense ReportThe standard report suits ordinary out-of-pocket claims. Travel on daily allowances and nonprofit function coding each get their own version.
Pick by Situation
Which One Do You Need?
| Standard out-of-pocket reimbursement | Expense Report → |
| Travel on daily GSA allowances | Per Diem Expense Report → |
| Nonprofit, with program and admin coding | Nonprofit Expense Report → |
The Full List
All 4 Expense Reports
Every generator →- Expense ReportCategorized out-of-pocket spending totaled for reimbursement.
- Per Diem Expense ReportTravel claimed on daily allowances instead of receipt by receipt.
- Nonprofit Expense ReportSpending coded to program, administration, and fundraising functions.
- Mileage LogTrip-by-trip miles with business purpose, priced at the IRS rate.
Sourced Figures
The Numbers Behind Expense Reports
How we check these →Every figure below carries the official source it came from and the month we last checked it. These are the same tables the generators in this category print against.
IRS Standard Mileage Rates, 2026
Business and medical/moving rates both changed midyear. Use the rate in effect on the date of travel; the charitable rate is set by statute and rarely changes.
| Purpose | Rate | Effective |
|---|---|---|
| Business | 72.5¢ / mile | Jan 1 to Jun 30, 2026 |
| Business | 76¢ / mile | From Jul 1, 2026 |
| Medical / moving (military) | 20.5¢ / mile | Jan 1 to Jun 30, 2026 |
| Medical / moving (military) | 23.5¢ / mile | From Jul 1, 2026 |
| Charitable (volunteer) | 14¢ / mile | Statutory, unchanged |
Source: IRS (Notice 2026-10, revised by Announcement 2026-11) · checked 2026-08
GSA Per Diem Standard Rates, FY 2026
The standard CONUS rate applies to most of the continental US; about 300 high-cost localities carry higher rates (look yours up at gsa.gov). M&IE on the first and last day of travel pays at 75%.
| Item | Standard rate | Notes |
|---|---|---|
| Lodging | $110 / night | Excludes taxes; charged per night, not per day |
| Meals & incidentals (M&IE) | $68 / day | Full rate for full travel days |
| M&IE, first and last travel day | $51 / day | 75% of the full rate, both directions |
| Incidentals only | $5 / day | When meals are otherwise provided |
Source: GSA Per Diem Bulletin FTR 26-01 (effective Oct 1, 2025) · checked 2026-08
These generators produce general-purpose documents, not legal, tax, or accounting advice. Browse all generators → · How they are built and checked →