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diamondlady
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« on: June 29, 2009, 09:14:33 pm » |
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OK, I was asked to manage singatures of expense reports for someone while they were travelling last week, no problem. Along with filling in for everyone else, why not. Aside from that, I was told to scan the two pages of expense form for signature, and they would send them back signed via fax for payment, great. Now, the only problem I have was two expense report forms came up missing somewhere along the line that were signed and approved and faxed to me. I remember getting the faxes, and it's automatic for me to send them down for payment. Well after checking to see if they were down for payment, no they didn't have em, and no the lady that kept track of them didn't happen to have them either. She printed off the scanned copies prior to approval and had my boss sign them so they could get processed. I know I should have probably made a copy and put them in a safe place until I know they were processed and not other problems, but honestly I don't even remember seeing those two in question. I remember the ones that I scanned in for approval. If I had made a copy of the ones in question, I would have had it or not had it, and would prove that I wasn't crazy? Maybe I am crazy and it got misplaced, and I took the blame for it for now, but honestly how do you prove or not prove that this got done. Aside from oops they didn't get the expense check they were waiting for last week. Really bad on my part. Any thoughts on how to avoid this kind of situation again in the future? How do you process these kinds of things for other people? Diamondlady Peer Moderator  |
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gee4
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« Reply #1 on: June 30, 2009, 08:13:20 am » |
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In my department, individuals complete their expense forms, attach receipts and bring them to me for my boss or another senior manager to sign. I then pass them to Finance at the end of the day but I don't keep any copies.
For travel requests, hospitality, sickness or out of hours absence, we fax those to the appropriate departments. The fax machine normally prints a confirmation but not always.
I posted recently about hospitality requests not arriving with the department in question and this resulted in a mix-up and therefore no hospitality was ordered for a particular meeting.
I'm not sure how you can get round this as I too would be loathe to keep copies of expense forms until processed. Instead of faxing, can you pass them to the appropriate department like I do, in a bundle at the end of the day?
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rose.winter1980
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« Reply #2 on: June 30, 2009, 09:29:35 am » |
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You could try keeping copies for a while, say the usual turnround time for expense claims to be paid plus a month to allow for those I sent in a claim and it hasn't been paid" conversations, and then shred the copies.
I sign off expenses and invoices and always log them in my on-computer post log. That way I know exactly what claims and invoices have come in and where they have gone and on what date.
Winter Rose
Laugh long, sing loud and dance when you get the chance
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adminforyou
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« Reply #3 on: June 30, 2009, 02:21:33 pm » |
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Coming from a legal background, I keep copies of everything that I have to send out, especially if it is not from my division (or a favor). After a few weeks I find out if things have been paid and then toss out.
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dettu
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« Reply #4 on: June 30, 2009, 06:58:20 pm » |
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I scan all pages of expense reports to a PDF in case something like this happens.
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peaches2160
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« Reply #5 on: June 30, 2009, 11:10:55 pm » |
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I scan all copies of expense to global scan (create a pdf) and attach to the electronic file. They are stored in a central database. I also keep a binder by month of bosses original receipts itinerary and with detaiI I prepare for him when
traveling.
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diamondlady
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« Reply #6 on: July 01, 2009, 01:51:40 pm » |
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Good ideas, and thanks. I usually don't do expense reports, my boss does his own. This was done as a favor to someone while they were out, to manage for them. I usually as a rule, don't get involved in the expense report processing, but see now that if I were asked to do this again, I would absolutley scan the item in the next time, that way no question if it got lost, and I wouldn't have to be in the situation I am in and be acused of loosing something. I really still am baffled that these two expense reports got lost. I generally don't make that a habit, but, the one time it does happen is usually not a good thing. Diamondlady Peer Moderator |
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movinonup
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« Reply #7 on: July 03, 2009, 01:08:20 pm » |
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We have recently begun using electronic expense reporting. I handle my two managers' reports, but everyone else is doing their own. The receipts are scanned and attached to the reports. The reports are kept available for viewing by both the employee and the arranger. And I keep a paper copy for the managers, so they can check to see each is deposited in their accounts. I love this new system, and it's been working very well. But there are a few people that are not a part of the system. They still send e-copies to me, which must be printed out for signature then mailed to A/P. I don't save paper copies, but I do save the e-mails with attached receipts, so I can go back and view them if needed. Movinonup |
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