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How to read an expense report
One of the responsibilities of a manager is to read and approve the expense reports of his or her employees. This helps to make sure employees aren't going over allotted amounts for certain things such as food or travel (if companies have limits in place), get an idea of where money is being spent, and to spot any erroneous or unauthorized purchases made with company money.
Quickly look over the report. You will also want to make sure the employee has filled in completely his or her name, department or department number, and employee ID number, if your company has one. Many companies use ID numbers to automate the process. Look over the report in detail. Make sure you are also taking into account company policy regarding limits. Add up the amounts spent that month on various categories, including food, travel, and so forth, to make sure they are in accordance with company policy. If you find what you think are suspicious charges, discuss them with the employee. It could very well be an oversight on their report. If you are concerned with expense report padding, however, you may consider using special expense report software designed to watch out for suspicious activity on expense reports, including patterns in where an employee eats or receipts for the same amount; some common scams include getting multiple receipts and then turning them in once a month, hoping the employer doesn't notice. It also helps to be aware of some of the more common expense report frauds, many of which include travel and airline tickets. Reading and approving expense reports are an important part of a manager's job in order to keep track of the finances of the company.
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