Author : Isabelle Longford.
Published : Wed, Sep 12 2018 :5 AM.
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Paper records, while great for backup, often prove difficult to manage come tax time, so ditch the pen and paper as soon as possible. If you still receive paper receipts for expenses, use a mobile app or scanner to copy receipts and records into the cloud and store them away immediately. Also, stop paying with cash for business expenses. Credit cards are a much more efficient way to make payments and spend less time tracking them down later.
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Expense reporting processes can be difficult to get right. On the one hand, you want to make it simple, so employees will submit expense reports on time and accounts payable can reimburse them promptly. On the other hand, you don’t want expense reports to be so casual that it’s easy for employees to claim frivolous expenses.
On the other end of the spectrum, overly complicated expense reports can lead to resentment from employees, who may be tempted to exaggerate expenses to make up for the hassle of filling out the expense report in the first place. In general, asking for price and date information plus receipts is reasonable for companies that don’t use a flat per diem rate. Here are some ways you can accelerate the expense reporting process.
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Whether or not your expense reporting is audited by outside agencies, most companies want to evaluate their expense reporting process periodically. When the process is paper-free, online, and mobile, audit trails can be assembled automatically as steps are completed, and there is always a record of who approved what. If questions arise, it’s much easier to re-check an electronic expense report than it would be to dig through a file cabinet and hope that all the receipts managed to stay attached.
Want to think about your business expenses in a positive way? Consider this: while the total amounts may not always be predictable, the frequency at which they occur is—which is ideal for tracking purposes. Wherever possible, schedule your regular expenses (like employee insurance, rent, software costs) to process on the same day of every month.