How to Control Employee Expense Reports
急速PC28彩票The costs you can't control are the ones that often come back to bite you. If your organization has employees making autonomous purchases and expensing them, it's very possible for costs to get out of control. Luckily you can rein them in with smart policies and procedures. The important part of developing any policy or mechanism is communicating it effectively and educating employees thoroughly on how they work. So, even once you devise your plan, solid implementation is the key to success.
急速PC28彩票Mandate employees purchase supplies through a supplier of your choosing. A single office supplier via catalog or online ordering can be a great way to ensure employees aren't making unauthorized purchases and knowing the prices of goods beforehand. Often the big office supply companies will negotiate discounts for your account.
Require managerial approval for all airline tickets before they are purchased. Many companies select a travel agent that specializes in discount corporate travel and require employees use the agency. The agency then submits employee requests directly to the CFO or authorized approver.
Select an approved car rental company. Many of them negotiate discounts for exclusivity. Others give a company airline miles or bonus points that can offset a company's travel costs. You then have more control of the costs when your employees rent cars.
Set a policy on alcohol consumption. In some industries taking clients out for drinks is part of the cost of doing business. But you can limit the total cost permissible per person. You may also want to limit or exclude alcohol from meals when an employee travels. Other companies altogether ban alcohol as a reimbursable cost.
Create guidelines on hotel types and costs permissible for employee travel. Many companies ask employees to stick to a moderate-priced business hotels and may list a number of chains they feel are appropriate. Companies that have an authorized travel agent may also ask the travel agent to book the hotel bookings for employees to help manage hotel costs as well.
急速PC28彩票Limit meal costs for employees' personal meals while traveling. A policy stating a cost ceiling for meals can help to ensure you don't get any outrageous fine dining charges.
- Be sure your employees have clear, understandable copies of all policies in writing. Make sure to also explain them in detail and resolve any questions. With expense reporting, it's very hard to deny an expense done legitimately in the name of company business as they are real company costs. Employees following policies and procedures from the beginning is the real way to save.
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