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Tips for improving expense report management

Expense spreadsheet timer 2 min.
Carol Bernard

There are many employees who travel for professional purposes and have to complete several expense and mileage claim spreadsheets. Although it may seem simple, this process can be improved and made more efficient if we take a series of good practices and tips into consideration, both in terms of the professional reporting their expenses and the company that revises and approves them.

Tips for improving expense report management1# Review the expense policy in case of doubt

This tip is useful for ensuring better management both in terms of the Corporate Traveller and the supervising administrator. The former has to know their company’s expense policies in order to complete the expense and mileage claim spreadsheet properly. This will save the supervisor time. The latter needs to know the policy inside out in order to be able to revise expenses effectively, applying the approved criteria, rather than their own norms.

2# Don’t leave it until the last moment

For expense reporters, it is a good idea not to wait until the last day to draft their expense and mileage claim spreadsheets because, in the event of an unexpected incident, a lack of time may be an added problem. It is much better to fill out the report with the corresponding fields as the expenses are generated. Moreover, this will help to prevent problems caused by forgetting or confusion.

3# Keep the original receipts safe and in good condition

It is not just a matter of keeping your receipts, as, in most companies, expenses will understandably not be reimbursed without the necessary documentation. In addition, they also have to be kept in good condition. In other words, care must be taken to ensure that they are not broken, damaged or erased, and that they are not subject to rubbing or wear and tear (in your pocket, for example). The supervisor also has to keep these documents in good condition and well filed, as they may be required in the event of an inspection.

4# Integrate management other systems

In this case, the practice applies to supervisors. Travel expense report management does not have to be an ’island’ separate from the rest of the company’s management. If it is integrated with other processes, such as accounting, CRM, etc., it will give us a more global and clearer overview of the company’s reality.

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