This read me goes with a DIYPlanner form, named "Business Expenses/Mileage Log." It is in two formats--pdf and .odg. I have formatted it for half-US Letter, but I have printed it on A5 paper, and it fits, but only just. Also, the margins won't be exact on A5. Since you have the odg file, you can reformat it if you need.
You can learn more about DIYPlanner at It's a great site, with wonderful people devoted to helping one another get more done with their time. First of all, a big Thank you to Doug Johnston, who created the original web site, DIYPlanner pages, and also the wonderful widget kit which I used to create these forms. These forms are just one small way I can say "thank" to him and many others!
How to use the forms:
Use is really very simple, and really doesn't need an explanation, but a some hints to explain a couple somewhat arcane features might be useful.
The column with the "#" heading is there to help you categorize your expenses as you incur them. When you write in an expense, write the number corresponding to the category below. So, for instance, if you just paid for lunch, write the number 12 in the "#" column when you write down the expense.
Remember, the IRS requires that you document your taxable expenses, so write as much as you need, using more than one line if necessary. If you write the date on the first line, and amount on the last line, you should be able to easily distinguish the item. The same is true for business mileage. Make sure you write enough to be clear what the business purpose is.
Now, for those of us who are entirely ignorant of paper-based bookkeeping, here are some pointers for what to do at the end of the week.
At the end of the week, carefully add up all the transactions for the week in the "Amount" column, and write the total in the "Total" cell at the bottom of the column.
Next, carefully add up the transactions for each category, and write in those totals on the proper line in the first column, named "Total This Week" in the bottom part of the form. So, for meals, if your total for meals for the week equals $134, write that number in the "Total This Week" column of the "Meals" row. Once all the week's expenses are totaled by category, add up the "Total This Week" column, and write the total below. It should exactly match the total above. If it doesn't you need to check your math before you go further.
Once you are sure that your totals match, add across each row, adding the figures from the "Total This Week" column to the figures from the column "Total to last Week". Write the results in the final column, "Total to Date".
Once done with that, add up the final column, and write the total at the bottom.
Lastly, you should add up the totals for this week and up to last week, and compare that figure with the total to date. By doing so, you have a method of auditing your math as you go, and assuring that you have not made mistakes in your math.
The very last thing to do is to take the new totals from the third column, and carry them over to next week's page. If you carry forward as you go, you will simplify your year-end work, which is the greatest advantage of this system. You can simply photocopy the last page, and give that to your accountant and he will have a complete record of your taxable travel expenses. Of course, you can also always enter the numbers into the computer as well. In fact, at one point, I created a spreadsheet that worked together with this form, and let it do all the math for me. If you would like a copy, email me at jonglass@usa.net, and I'll send it to you. It's in Excel format.
Using the Business Miles form:
Again, quite simple to use, as it works the same as the expense form. However, there are two ways to track your miles. You ought to keep a running total of your miles, but you can also keep track of your cost per mile, which number can be plugged into your weekly expense form. I've left the actual cost per mile empty, so you can enter in whatever number you are required to use.
And now, the disclaimers: Since we are dealing with the IRS or other tax agencies, I am compelled to say that I can make no warranty as to the applicability of these forms to your situation. The IRS requires you keep careful records, and these forms can be a part of such a regimen, but you need to verify whatever system you use with your accountant to be safe. I know that these forms were accepted by my accountant but yours may be of a different opinion. As always when dealing with taxes, better safe than sorry.
Finally, it is difficult for me to take credit for these forms. These are very similar to the famous Dome books. While these forms are not exact duplicates, they are loosely based upon one of them. If you find yourself wishing for more detail, or prefer a single, bound volume for the entire year, then I highly recommend the Dome books. A quick Google search while writing this showed me this site: A quick perusal of the site shows me that they still have books and forms for just about every imaginable need! I highly recommend them. And their prices are very reasonable, too.
Now, at the very end, for those who have survived this long, a little history about how I came up with these forms. When I first started traveling, and needing to log business expenses, I used a simple ledger, and attempted to keep track with a form similar to the Dome book, but not as compact nor as elegantly laid out. I accidentally found the Dome books one day at an Office Depot, and started using them. However, one year, I couldn't find them! So, with just my memory, I sat down and made my own, simplifying the form, removing and consolidating categories. I also was able to add the pages to my DayTimer, which meant that if I ever lost my DayTimer, I wouldn't lose the entire year, which was always a concern for me with the single, spiral-bound Dome book. Also, thanks to the larger size, there is also more room to write. The end result is that I never went back to the Dome booklets. However, I do highly recommend you give Dome a look-see.