On Demand Webinar

Expense Reimbursement Issues New and Old

Webinar Details $219

  • Rated:
  • Webinar Length: 60 Minutes
  • Guest Speaker:   Mary Schaeffer
  • Topic:   Human Resources, Taxation and Accounting
  • Credit:   SHRM 1.0, HRCI 1.0
All Access Membership

In AP Now's recent Travel & Entertainment survey, respondents identified their most pressing problems regarding employee expense report handling. Two clear factors emerged. First, the traditional expense reporting handling problems continue with no sign of improvement. Simultaneously, there is an emergence of new issues, sometimes related to new technology (think Uber). Only now are companies starting to identify these issues and create best practice policies around them.

That's why we created this session. In it, we will provide practical, implementable advice on how to deal with:

Missing receipts

Employees who submit their expense reports late

Manager who approve non-complaint expenses

Slow manager approvals

Extravagant or inappropriate T&E expenses

Employee misuse of company card

Employees who submit the same expense twice

Employees who do not use approved Vendors

Unused airline tickets

Loyalty reward points

Use of and accounting for new services such as Uber, Lyft, Airbnb etc.

Learning Objectives:

Create a best practice policy to address use of Uber, Lyft etc.

Reduce the number of employees submitting expense reports late

Design a policy to improve manager accountability for expense report approvals

Build a policy that deals with employee misuse or abuse of the travel and entertainment policy

Incentivize managers to approve in a more timely and appropriate manner

  1. Introduction

  2. About Mary Schaeffer 00:00:18

  3. Agenda 00:00:56

  4. Introduction 00:02:40

  5. Why the Emphasis on Expense Reimbursements? 00:02:43

  6. Why You May Not Be Able to Fix Everything 00:04:34

  7. The Problems: According to You! 00:05:55

  8. You’re Not Alone: Problems Everywhere 00:08:15

  9. And the New Problem 00:08:44

  10. Problems Caused the Traveler 00:10:44

  11. Missing Receipts 00:10:50

  12. Employees Who Submit Their Expense Reports Late 00:11:47

  13. Handling the Laggards 00:14:52

  14. Employee Misuse of Company Card 00:16:32

  15. The Looming Problem 00:18:06

  16. Dealing with Card Misuse 00:00:18:59

  17. Employees Who Submit the Same Expense Twice 00:20:24

  18. Dealing with One Expense, Multiple Reimbursement Requests 00:22:14

  19. Employees Who Do Not Use Approved Vendors 00:23:45

  20. When Approved vendors Aren’t Used 00:24:28

  21. Manager Created Issues 00:25:50

  22. Manager Who Approve Non-Compliant Expenses 00:25:56

  23. The Reality 00:26:42

  24. Little Downside 00:27:13

  25. Changing Behavior 00:27:32

  26. Extravagant or Inappropriate T&E Expenses 00:28:25

  27. Where the Problem Lies 00:29:29

  28. Addressing the Problem 00:30:26

  29. Other Issues 00:31:56

  30. Changing Technology 00:32:04

  31. Unused Airline Tickets 00:33:02

  32. What To Do With Expiring Travel Tickets 00:34:15

  33. Tracking Unused Tickets 00:35:34

  34. On the Bright Side 00:35:46

  35. Whittling Down the Issues 00:36:21

  36. Disruptive Services 00:36:53

  37. Policy Updates: Uber, AirBnB, Lyft, etc. 00:37:04

  38. Ride Hailings/Sharing/Peer2Peer Sharing 00:37:42

  39. Policy for New Services 00:38:24

  40. Policy Inclusions/Exclusions 00:40:39

  41. From Harvard’s Policy 00:42:49

  42. Hotels: AirBnB 00:43:33

  43. Potential News Issues 00:44:42

  44. Potential News Issue: Motorized Scooters 00:46:02

  45. Issues to Address: Motorized Scooters 00:47:39, 00:47:55

  46. The New Issue 00:49:09

  47. AP Now Survey: Late Feb/Early March 00:49:13

  48. Problem #1 00:50:09

  49. Quarantine Life Stats 00:51:10

  50. Remote Working Expenses 00:51:45

  51. Remote Working: Reimbursements When You Can’t Print Checks 00:52:59

  52. Remote Working 00:54:37

  53. Concluding Thoughts 00:56:22, 00:56:37

  54. Thank You/Questions/Comments 00:57:56

  55. Presentation Closing 00:58:39


  • Expenditure 00:11:10
  • Expense Reimbursement  00:03:52
  • Expense Report 00:06:31
  • Fringe Benefits 00:18:37

Expense Reimbursement: Expense reimbursement is a method for paying employees back when they spend their own money on business-related expenses. These expenses generally occur when an employee is traveling for business but can occur in other work-related situations. (www.thebalancecareers.com)

Fringe Benefits: An extra benefit supplementing an employee's salary, for example, a company car, subsidized meals, health insurance, etc.

Expenditure: An expenditure is money spent on something. Expenditure is often used when people are talking about budgets.

Expense Report: A report that tracks expenses incurred during the course of performing necessary job functions. Examples include charges for gas, meals, parking or lodging. If your employees spend a lot of money in cash, you need to make sure you have them list these expenditures on an expense report form.

Guest Speaker

  • Mary Schaeffer

SHRM Credit

Society for Human Resource Management
Aurora Training Advantage is recognized by SHRM to offer Professional Development Credits (PDCs) for the SHRM-CPSM or SHRM-SCPSM. For more information about certification or recertification, please visit www.shrmcertification.org.

HRCI Credit

Human Resource Certification Institute
This program has been approved for credit hours through the HR Certification Institute. For more information about certification or recertification, please visit the HR Certification Institute website at www.hrci.org.