💳 Expense Report Builder
Line items and evidence guidance in one approval-ready sheet.
| Department | Drafted by | ||
|---|---|---|---|
| Draft date | Doc. No. |
| Staff | Team lead | CEO |
|---|---|---|
| Date: (Sign) | Date: (Sign) | Date: (Sign) |
| Subject | |
|---|---|
| Vendor | |
| Purpose |
| Date | Description | Account | Amount | Note |
|---|---|---|---|---|
| Supply value | VAT | ||
|---|---|---|---|
| Total | Pay by |
Attached evidence: tax invoice(s). - Attach the (electronic) tax invoice issued by the supplier as received. - For payments over KRW 30,000 per transaction (VAT included), one of tax invoice, invoice, credit card slip or cash receipt must be obtained and kept.
Paste into ChatGPT or Claude to tailor it to your situation
🖨️ Choose "Save as PDF" in the print dialog to get a PDF file
📄 Opens and edits directly in Word or Hangul (.doc)
💡 Payment method and accountRecommended
Without a method and account, accounting must chase the details after approval, delaying payment by a day or more.
💡 Budget line checkRecommended
Naming the budget line reduces the odds of discovering an overrun only at year end.
You may omit these. We only tell you the risk.
- TitleExpense report · 12/12
- Draft infoDraft info (full) · 7/12
- ApprovalApproval 3-tier · 5/12
- OverviewOverview (with purpose) · 12/12
- ItemsItems (with account) · 12/12
- TotalTotal (VAT split) · 12/12
- EvidenceEvidence (tax invoice) · 12/12
- LogoCompany logo · 3/12
Drag or use the arrows. ⇥ places a block beside the row above, ⇤ gives it its own row again. ＋− adjust one column; side-by-side items trade width with each other.
Colors stay; only the header, tables and signature layout change
Harbor Mist
Tap a swatch to lock that color
Tone
- Logo
- Title
- Draft info
- Approval
- Overview
- Items
- Total
- Evidence
What you type stays in this browser. Nothing is sent to a server.
⚠️ This tool is not tax advice. Record-keeping duties and penalties differ between corporations and sole proprietors — confirm with your tax agent.
We build ISO documentation systems and Daou Office approval forms to order
ISO documents structured the way audits expect, and groupware approval forms shaped around how your company actually works.
- ISO 9001, 14001 and 45001 documentation — manual, procedures, work instructions and record forms as one coherent set.
- Custom Daou Office approval forms — approval routes, required fields and acceptance criteria filled in, not empty templates.
- No off-the-shelf template pack. Each document is reworked around your industry and your processes.
We do not represent you at certification audits and do not guarantee certification. Our scope ends at building the documents and the system.
What this tool does
An expense report is an internal approval document used before or after company money is spent. Korean law prescribes no format for it, so every company's boxes differ — and that is exactly why people forget that what tax law actually demands is not the report but the receipt attached behind it. Article 116(1) of the Corporate Tax Act requires evidentiary documents for business-related transactions to be obtained and kept for five years from the day after the filing deadline, and Article 116(2) requires a tax invoice, invoice, card sales slip or cash receipt for spending above a per-transaction threshold. Produce a beautiful report and lose the receipt, and a penalty follows. This tool keeps the drafting header and the approval box from asking for the same fields twice, and puts the attachment note in the body so a missing receipt becomes obvious at the approval stage.
Who uses this
- Settling corporate card spending and sending it up for approval
- Getting an upcoming payment authorized before it leaves the account
- Your company has no standard form and you keep editing someone else's spreadsheet
- You want to stop accounting from asking about the account code every single time
- Spending above the threshold where no qualifying receipt could be obtained, so the reason must be recorded
How to use
- 1Pick the title. 'Expense report' for money already spent, 'payment authorization' for money about to go out — it confuses the approval chain less.
- 2Fill in department, drafter and drafting date in the header. These three are captured here only, so the approval box never asks again.
- 3Fill the item table with date, description, amount and account code. A single total cannot be reconciled against the attached receipts.
- 4Name the attachments in the evidence block. Once it is written in the body, a missing receipt shows up during approval.
The KRW 30,000 line and the 2% penalty
Article 158(2)1 of the Enforcement Decree of the Corporate Tax Act exempts transactions of KRW 30,000 or less (VAT included) from the duty to obtain qualifying evidence. Turned around, spending above KRW 30,000 requires a tax invoice, invoice, card sales slip or cash receipt to be obtained and kept (Corporate Tax Act Article 116(2)). Where evidence is not obtained, or is obtained inconsistently with the facts, a penalty of 2% of that amount applies (Article 75-5(1), for domestic corporations). Spend KRW 500,000 without qualifying evidence and the penalty is KRW 10,000. One item looks small; the count is what shows up at year-end close.
Examples
Corporate card settlement
Copy the card approval records into date, description and amount, and add the account code. A card sales slip is itself qualifying evidence, so there is no need to chase a separate tax invoice.
Vendor payment authorization
When a tax invoice is attached, split the total into supply value and VAT. Adding the payment method and account number means the transfer goes out right after approval instead of slipping a day.
Spending with no qualifying receipt
For spending above the threshold backed only by a simplified receipt, record in the body why qualifying evidence could not be obtained. It does not avoid the penalty, but it makes the cause traceable at close.
Frequently asked questions
Is the expense report itself enough to deduct the cost?
No. The report is an internal approval record; what tax law requires is the evidentiary document attached behind it (Corporate Tax Act Article 116).
Below KRW 30,000, do I need no receipt at all?
That threshold only exempts you from the qualifying-evidence rule. You still need something proving the transaction happened, so attach even a simplified receipt.
Should the approval box repeat the drafter and date?
Better not. If department, drafter and date are captured in two places and the values diverge, nobody knows which one is authoritative. Keep the approval box to approval signatures only.
Who should fill in the account code?
Leave it blank and accounting either asks every time or classifies it on a guess. The drafter, who knows what the spending was for, produces a more accurate close and fewer rejections.
How long must the evidence be kept?
A corporation must prepare or obtain evidentiary documents for all business-related transactions and keep them for five years from the day after the filing deadline (Corporate Tax Act Article 116(1)).
Does the same penalty apply to sole proprietors?
This guide is based on the Corporate Tax Act only. Penalties for sole proprietors sit in the Income Tax Act under separate provisions, so check with a tax professional.
Cautions
- •The expense report itself is not an evidentiary document for tax purposes. Always obtain qualifying evidence separately.
- •Spending above KRW 30,000 without qualifying evidence can attract a penalty of 2% of the amount (Corporate Tax Act Article 75-5(1)).
- •Capturing department, drafter and date in both the header and the approval box lets the values drift apart. Capture them once.
- •The provisions cited here are from the Corporate Tax Act. Sole proprietors and non-profit corporations may fall under different rules — confirm with a tax professional.
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Last reviewed: 2026-08-29