--- title: "Travelling Allowance Format for Staff | ServicePilot" description: "Travelling allowance format for technicians and field staff: date, route, km, mode, rate, fuel, parking and approval columns. Free Excel CSV download." url: https://servicepilot.in/blog/technicians-field-staff/travelling-allowance-format/ canonical: https://servicepilot.in/blog/technicians-field-staff/travelling-allowance-format/ site: ServicePilot section: Blog articles updated: 2026-10-30 keywords: "travelling allowance format" language: en-IN --- Technicians & Field Staff # Travelling Allowance Format for Technicians and Field Staff By the ServicePilot Team · Published 30-10-2026 Travelling allowance format in Excel Photo by [Joel Muniz](https://unsplash.com/photos/8RbiLgfqoqQ?utm_source=servicepilot.in&utm_medium=referral) on [Unsplash](https://unsplash.com/?utm_source=servicepilot.in&utm_medium=referral) A travelling allowance format for field staff records, per day: date, job or customer visited, from and to, kilometres, mode (own bike, bus, auto), the rate per km or actual fare, other costs like parking and tolls, receipts attached, and the manager's approval. Claims are filed weekly or monthly and checked against the jobs done on those days. [Download the TA format (CSV, opens in Excel) CSV, opens in Excel or Google Sheets · 1 KB · free to edit Download](https://servicepilot.in/downloads/travelling-allowance-format.csv) Travel is the biggest expense in field service after salaries, and the one most often settled by guesswork. A fixed travelling allowance format, filled daily and approved weekly, ends the argument. Download the CSV for Excel below. ## Travelling allowance format: columns - Date and employee name - Job no. / customer visited - From and to - Kilometres - Mode: own two-wheeler, company vehicle, bus, auto, cab - Rate per km or actual fare - Other: parking, toll, courier of parts - Amount - Receipt attached (Y/N) - Approved by and status ## Set a simple policy - A rate per km for own vehicle, by vehicle type. Example (illustrative only): Rs [x] per km for a two-wheeler. - Actual fare with receipt for bus, auto and cab; cab only with approval. - Parking and tolls with receipt. - Claims filed by [day] every week, paid with salary or weekly. ## Check claims against the work - Every row must match a job done that day. - Kilometres should match the route between sites, roughly. - Approve, reject or query, and note the reason. Plan routes to cut travel: group jobs by area. A dispatch board showing each technician's day helps. ## Common problems - Claims for days with no jobs. - Round numbers every day (always 40 km). - Claims filed months late, impossible to check. ## Expenses with approval in software ServicePilot records [expenses](https://servicepilot.in/features/expenses/) by category and type, with receipts attached and a status for approval, so travel and fuel are recorded the day they happen and checked by a manager. The [dispatch board](https://servicepilot.in/features/dispatch-board/) shows each technician's jobs for the day. See the [technician daily report format](https://servicepilot.in/blog/technicians-field-staff/technician-daily-report-format/). [In ServicePilot See expense tracking for field teams in ServicePilot How ServicePilot handles this for your business, with a free demo.](https://servicepilot.in/features/expenses/) Frequently asked questions ## Questions people ask **Q: Should I pay per km or actual fuel?** A: Per km at a fixed rate is simpler and harder to dispute. Set the rate in your policy and review it when fuel prices change. **Q: How do I stop inflated claims?** A: Check each claim against the jobs done that day and the distance between sites. **Q: Weekly or monthly claims?** A: Weekly keeps amounts small and easy to check. Monthly is fine for small teams. **Q: Is TA taxable?** A: Tax treatment of allowances and reimbursements depends on how they are paid. Ask your CA. ## Related articles [Technicians & Field Staff Work Completion Certificate Format for Service and Installation Jobs Work completion certificate format for service and installation jobs: work order, scope done, date, test results, customer acceptance and signatures. Word file. Read the article](https://servicepilot.in/blog/technicians-field-staff/work-completion-certificate-format/)[Technicians & Field Staff Maintenance Log Book Format for Equipment at Client Sites Maintenance log book format for equipment at client sites: date, type of work, readings, parts, technician, next due and sign-off. Free Excel CSV download. Read the article](https://servicepilot.in/blog/technicians-field-staff/maintenance-log-book-format/)[Technicians & Field Staff Technician Daily Report Format for Field Service Teams Technician daily report format for field service teams: jobs done, time in and out, parts used, payments collected and pending work. Free Excel CSV download. 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