Enforce Your Limits - Effective employee expenses policy management

Limiting the amount an employee can claim, before they claim it, can often be unachievable as the limits are not always known. This can result in an employee being reimbursed more than they are genuinely entitled.

Ideally you would be able to stop employees over-claiming, but with a manual system the chance of errors and over-sights is increased.

Expenses is an automated solution configured to enforce limits on an employee expense claim, this in turn improves policy compliance and lets employees know exactly what they can and can’t claim.

You can set each employee to have a different limit for each claimable item both with and without receipts. And to make the administration of this easier, Expenses allows you to assign each user to a role and set the same limits to each user within this given role.

Claim validations are not only restricted to limits, but can be configured to flag/disallow claims for many reasons, they include:

1. Receipts – when a claimant does not have a receipt, or (where applicable) a receipt does not contain VAT information.

2. Duplicates – Expenses can monitor items to see if they appear to have been duplicated. The system will compare the date, expense item and total.

3. Excessive Mileage – when a claimant enters an unusually high mileage or accidentally adds an extra digit. The system can be configured to include all mileage distances between any given locations; this will pre-populate the form for the claimant, but will include an option to allow the user to over write if necessary.

4. Dates – allows you to put a restriction on the elapsed length of time from when the claim occurred to when the claim is entered on the system, ensuring expense claims are up to date and preventing a serious backlog.

5. Weekend Claims – most business activities occur during weekdays, but this is not always the case. expenses can accommodate all circumstances where an item can occur during weekend periods and allow those to be claimed and others to be stopped.

6. Tips - the percentage tip a user can claim back can be, based on varying criteria for example the net value of the meal. If a user is not allowed to claim a tip, a rate of 0% can be set, or the field can be omitted from the expense item set-up.

7. Claim Frequency - in order to reduce the number claims being sent to the Accounts department there is an option to limit the number of claims an employee can submit in either a month or a week. (This does not impact the number of items they can have within a claim.)

By setting the system to simply flag a claim as it goes through you can allow line managers and finance teams to approve or deny at their discretion; through stopping the claim from progressing you force the claimant to review the claim and amend or delete accordingly.

If you would like to learn more about the many features of Expenses please call 01522 881300, or visit:          www.expenses-software.com