Quick answer: A TA DA bill (TA/DA claim) is the claim an employee submits after an official tour to be reimbursed for travelling allowance (TA: fares, or mileage for their own vehicle) and daily allowance (DA: a fixed amount per day away from headquarters), plus hotel and other expenses. The advance already taken is then deducted. This free TA DA bill format in Excel works out mileage, DA by hours of absence and hotel within the city limit, flags missing bills, and prints a one-page claim ready for signature.
Key takeaways
- You can edit the travel policy: DA per day and hotel limit for 3 city categories, rates per km, and the amount above which a bill is needed.
- DA is paid by hours away from headquarters: nil, 30%, 70% or 100% of the daily rate by default, and you can change these.
- Fare for train, bus, air or taxi, or km × rate for your own car or two-wheeler.
- Hotel is capped at the city limit, and any excess is shown separately.
- Prints a one-page A4 claim with the advance deducted, net amount in words, a declaration and 3 signature boxes.
Table of Contents
What is TA and DA?
- Travelling Allowance (TA): the cost of getting from one place to another on official duty, such as a train, bus or air fare, a taxi, or a per-km rate when you use your own vehicle.
- Daily Allowance (DA): a fixed amount for each day away from headquarters, meant to cover meals and small incidental costs. Many organisations pay part of it for shorter absences.
- Hotel / lodging: usually reimbursed against a bill, up to a ceiling that depends on the city.
- Other expenses: local conveyance, tolls, parking, porterage and similar costs, reimbursed against bills where required.
Rates differ from one organisation to another. Private companies set them in their travel policy, and government departments follow their own TA rules. The template keeps all the rates on one sheet, so you can match your rules exactly.
How DA is calculated by hours of absence
The template works out DA for each calendar day on tour:
DA for the day = DA rate for the city category × DA % for the hours away from headquarters
| Hours away from HQ (default example) | DA paid |
|---|---|
| Under 6 hours | Nil |
| 6 to under 12 hours | 30% |
| 12 to under 24 hours | 70% |
| Full 24 hours | 100% |
These percentages are only a starting example. Replace them with the slabs in your own policy.
Worked example: 3-day tour, Hoshiarpur → Chandigarh → Delhi
| Head | Calculation | Amount |
|---|---|---|
| Own car, Hoshiarpur → Chandigarh | 152 km × ₹12 | ₹1,824 |
| Train, Chandigarh → Delhi | Fare | ₹845 |
| Bus, Delhi → Hoshiarpur | Fare | ₹1,150 |
| DA day 1 (Chandigarh, Category Y, 16 h) | ₹900 × 70% | ₹630 |
| DA day 2 (Delhi, Category X, 24 h) | ₹1,200 × 100% | ₹1,200 |
| DA day 3 (Delhi → HQ, 14 h) | ₹1,200 × 70% | ₹840 |
| Hotel, Chandigarh | ₹2,800 bill (limit ₹3,500) | ₹2,800 |
| Hotel, Delhi | ₹5,600 bill (limit ₹5,000) | ₹5,000 |
| Tolls + local conveyance | Actuals | ₹640 |
| Gross claim | ₹14,929 | |
| Less: advance | − ₹8,000 | |
| Net payable | ₹6,929 |
The ₹600 above the Delhi hotel limit is automatically left out of the claim and noted on the form. The Dashboard also points out that the bus fare and one local-conveyance entry have no bill.
How to fill the TA DA bill format (5 steps)
- Claim Details: Enter your name, designation, headquarters, tour purpose, tour order number, dates and advance taken. Set the policy rates once.
- Journey: Add one row per leg with the date, from, to, mode and class, then either the km (own vehicle) or the fare, plus the ticket or bill number.
- DA and Hotel: Add one row per day on tour with the place, city category, hours away from headquarters and hotel bill.
- Other Expenses: Enter local conveyance, tolls, parking and so on, and mark honestly whether a bill is attached.
- Claim Form: Fix any warnings on the Dashboard, then print, sign and submit the form with your bills.
Tips for a TA DA bill that gets passed quickly
- Attach tickets, boarding passes, hotel bills and toll receipts in the same order as the journey rows.
- Quote the tour order or approval number. Claims without prior approval are often returned.
- Don’t claim DA for days when free boarding or lodging was provided, if your policy says so. The declaration on the form covers this.
- For own-vehicle travel, note the vehicle number and keep a simple odometer record.
- Submit soon after the tour. Many organisations set a time limit for TA claims.
Download the TA DA Bill Format in Excel (Free)
File: Travel Expense Claim TA-DA Form 1.0 · Format: .xlsx · Macros: none · Price: free.
The sample rates are examples, not official rates. Enter the rates from your organisation’s TA rules.
Frequently asked questions
What is the difference between TA and DA?
TA (travelling allowance) reimburses the cost of travel: fares, or a per-km rate for your own vehicle. DA (daily allowance) is a fixed amount per day away from headquarters to cover meals and incidental expenses.
How is DA calculated for a tour?
DA is usually worked out per calendar day. Multiply the daily rate for the city by the percentage for the hours you were away from headquarters that day, for example 70% for 12 to 24 hours and 100% for a full day. The exact slabs depend on your organisation’s rules.
How is mileage for own vehicle calculated?
Kilometres travelled × the approved rate per km for that vehicle type, for example ₹12 per km for a car and ₹5 per km for a two-wheeler in the sample. Use your organisation’s rates.
Is a bill required for every expense?
Usually for fares, hotels and any expense above a set limit. The template lets you set that limit and warns you when an expense above it has no bill.
Is TA/DA taxable?
Reimbursement of actual expenses for official travel is generally not treated as taxable salary. A fixed travel allowance paid regardless of actual travel may be taxable. Check with your employer or a tax adviser for your case.
Can I use this TA/DA form in Google Sheets?
Yes. Upload the .xlsx to Google Drive and open it with Google Sheets. It has no macros.
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Disclaimer: Sample rates are illustrative. Always follow your organisation’s approved TA/DA rules. Last reviewed: September 2026.