Question

Some of sales representatives provided a number of receipts to get reimbursed their business trip expenses. However, you have identified a few discrepancies and believe that those expenses were occurred due to private uses. Explain what you should do.

Answer 1

While reimbursing the expenses incurred by sales team, the following points should be kept in mind if doubts regarding discrepancies in expenses :-

• The authorised person who is responsible for the reimbursement should obtain "original bills" for the expenses incurred by sales representative duly signed by authorities where the expenses were incurred.
• The amount on receipts should be written in words and numbers both.
• The sales representatives "receipts" of expenses should be passed only which are related to business.
• The expenses could be confirmed with the parties where the sales department have stayed or incurred such expenses.
• All the expenses which are "suspected" should be checked carefully and confirmed. The expenses which do not have original bill should not be reimbursed.
• The suspected bills should be referred to higher authorities for approval after further enquiry.