Managers are required to review and approve the expense reports of the people who report to them. This review is to ensure that the expenses are reasonable, appropriate to a business purpose, and are properly justified for accounting purposes.
The steps below guide you through the process.
Difficulty: Average
Time Required: Varies
Here's How:
- Check the form
Did the employee fill out the correct form. Sometimes companies change forms and if the employee submits the old form it will delay processing and make more work for both the employee and you. Did the employee submit a paper form , but the company now uses an online form? - Look for ID
Has the employee filled in all the identifying information at the top of the form? In addition to his/her name, is the department name and/or number correct? If any of that information is missing or wrong have the employee fix it. Otherwise the processing will be delayed. - Is each line item correct and completely filled in
Check for- the date of the expense,
- the category of expense (meals, lodging, etc.),
- a description (like "room at xx hotel")
- the cost in the correct currency (Many international companies require the cost to be entered in the currency paid and then converted to the currency used at home, e.g. Euros converted to dollars.)
- Is it reasonable
Check that all items listed and the amount for each are reasonable. If the employee lists $100 for breakfast, that is not reasonable and it won't be reimbursed. Your company probably has a policy for reimbursing travel expenses. Use that as your guide. If the company does not have a policy, use your own good judgment. - Check for receipts
Are receipts attached for all expenses? Most companies have a minimum amount (such as $25) below which receipts are not required. Make sure there are receipts attached for all expenses above the threshold. - Is it signed?
Make sure the employee has signed the form and in the proper place. Some forms require that the employee date it as well. - Sign and send it
Sign the form in the proper place. Date your signature even if the form does not require it. Then send the form and the attached receipts to your superior for approval if required or directly to Accounting for payment.
