On Demand Webinar

Expense Reimbursement Issues New and Old

Webinar Details $219

  • Rated:
  • Webinar Length: 100 Minutes
  • Guest Speaker:   Mary Schaeffer
  • Topic:   Human Resources, Taxation and Accounting
  • Credit:   CPE 2.0, HRCI 1.5, SHRM 1.5, ATATX 1.5, ATAHR 1.5
All Access Membership

In a 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 00:00:25
  3. Agenda 00:02:49
  4. Why the Emphasis on Expense Reimbursements? 00:03:30
  5. Why You May Not Be Able to Fix Everything 00:06:19
  6. The Problems: According to You! 00:08:36
  7. You’re Not Alone: Problems Everywhere 00:10:32
  8. And the New Problem 00:11:56
  9. Problems Caused the Traveler 00:15:49
  10. Missing Receipts 00:15:55
  11. Employees Who Submit Their Expense Reports Late 00:17:14
  12. Handling the Laggards 00:19:42
  13. Employee Misuse of Company Card 00:21:04
  14. The Looming Problem 00:24:32
  15. Dealing with Card Misuse 00:25:48
  16. Employees Who Submit the Same Expense Twice 00:28:12
  17. Dealing with One Expense, Multiple Reimbursement Requests 00:29:04
  18. Employees Who Do Not Use Approved Vendors 00:30:40
  19. When Approved Vendors Aren’t Used 00:33:13
  20. Remote Work Issues 00:35:33
  21. Remote Work: The New Reality 00:36:56
  22. Remote Work when There Is No Policy 00:37:44
  23. Have You Revamped WFH Reimbursement Policy 00:40:06
  24. WFH Potential Reimbursement Issues 00:40:40
  25. WFH Tracking 00:42:59
  26. Remote Work Reimbursement Policies 00:44:30
  27. Remote Work: Tracking Equipment 00:45:41
  28. Special Remote Work Issue  00:46:30
  29. The Minimum Wage Issue: Federal 00:48:08
  30. The Minimum Wage Issue: State 00:49:45
  31. The Reimbursement Issue: State 00:50:00
  32. Trends in Other Countries 00:51:21
  33. Remote Work Reimbursement Policy: Separate or Not 00:51:54
  34. Manager Who Approves Non-Compliant Expenses 00:55:16
  35. The Reality 00:56:39
  36. Little Downside 00:56:53
  37. Changing Behavior 00:58:09
  38. Extravagant or Inappropriate T&E Expenses 00:59:24
  39. Where the Problem Lies 01:00:07
  40. Addressing the Problem 01:01:05
  41. Other Issues 01:04:41
  42. Changing Technology Impact 01:04:45
  43. Unused Airline Tickets 01:05:36
  44. What To Do With Expiring Travel Tickets 01:07:11
  45. Tracking Unused Tickets 01:08:06
  46. On the Bright Side 01:09:03
  47. Whittling Down the Issues 01:10:58
  48. Disruptive Services 01:15:16
  49. Policy Updates: Uber, Airbnb, Lyft, Etc. 01:15:23
  50. Ride-Hailing/Sharing/Peer2Peer Sharing 01:15:46
  51. Policy for New Services 01:18:02
  52. Policy Inclusions/Exclusions 01:21:09
  53. From Harvard’s Policy 01:23:36
  54. Hotels: Airbnb 01:24:50
  55. Potential New Issues 01:27:33
  56. Potential New Issue: Motorized Scooters 01:29:46
  57. New Initiatives: Motorized Scooters 01:30:54
  58. Issues to Address: Motorized Scooters 01:31:11
  59. Issues to Address: Motorized Scooters Cont’d 01:31:44
  60. Concluding Thoughts 01:32:25
  61. Remote Working: Reimbursements When You Can’t Print Checks 01:32:33
  62. Remote Working 01:34:34
  63. Concluding Thoughts 01:35:09
  64. Thank You/Questions/Comments 01:37:49
  65. Presentation Closing 01:42:14
  • Accountable Plan 00:10:17, 00:16:11
  • Expense 00:04:54, 00:12:29, 00:16:23, 00:28:17
  • Expense Reimbursement  00:03:37, 00:52:01
  • Expense Report 00:04:54, 00:07:12, 00:10:08, 00:15:07, 00:58:59
  • P-Card 00:21:04, 00:28:42
  • Tax Cuts and Jobs Act 00:10:04
  • Vendor 00:30:47

Accountable Plan: An accountable plan is a plan that follows the Internal Revenue Service (IRS) regulations for reimbursing workers for business expenses in which reimbursement is not counted as income. ... However, these expenses must be business-related to fall under an accountable plan.

Expense: Offset (an item of expenditure) as an expense against taxable income.

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)

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.

Form W-2: Form W-2 is an Internal Revenue Service tax form used in the United States to report wages paid to employees and the taxes withheld from them. Employers must complete a Form W-2 for each employee to whom they pay a salary, wage, or other compensation as part of the employment relationship. - Wikipedia (https://en.wikipedia.org/)

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

P-Card: A PURCHASING CARD (also abbreviated as PCard or P-Card) is a form of company charge card that allows goods and services to be procured without using a traditional purchasing process. In the UK, purchasing cards are usually referred to as procurement cards

Tax Cuts and Jobs Act: The Act to provide for reconciliation pursuant to titles II and V of the concurrent resolution on the budget for fiscal year 2018, Pub.L. 115–97, is a congressional revenue act of the United States originally introduced in Congress as the Tax Cuts and Jobs Act, that amended the Internal Revenue Code of 1986.

Vendor: A vendor is a person or business that supplies goods or services to a company. Another term for the vendor is the supplier. In many situations, a company presents the vendor with a purchase order stating the goods or services needed, the price, delivery date, and other terms.


Guest Speaker

  • Mary Schaeffer

CPE Credit

Continuing Professional Education

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You must answer all questions during the webinar, view the recording completely and pass the test at the end with 70% correct answers to receive CPE credit.

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.

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.

ATATX Credit

Aurora Training Advantage is offering continuing education points designed to recognize dedication to training and excellence in accounting.

ATAHR Credit

Aurora Training Advantage is offering continuing education points designed to recognize dedication to training and excellence in human resources.