On Demand Webinar

Preventing Expense Reimbursement Fraud

Webinar Details $219

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

Creativity when preparing a travel and expense reimbursement request is not a desirable approach. Yet, from the numerous stories shared with the speaker by AP Now's readers, that is precisely what is going on in many, many organizations. This session will start with a brief review of IRS requirements regarding documentation (receipt) of travel and entertainment expenses. We'll then share the results of a recent study on what companies are requiring as far as receipts. The remainder of the session will focus on the different games some employees play when attempting to get reimbursed for more than they actually spent along with tactics you can use to stop this problematic behavior.

Learning Objectives:

Identify common expense reimbursement fraud schemes used by employees

Identify best practices for implementing strong controls to deter expense reimbursement fraud

Discover how to integrate IRS requirements into your organization’s T&E policy

Recognize characteristics of a tight T&E policy that will prevent misconceptions about your T&E policy

  1. Introduction

  2. About Mary Schaeffer 00:00:27

  3. Agenda 00:01:11

  4. Why Shenanigans Hurt 00:03:45

  5. Definition 00:03:50

  6. What We’re Not Talking About 00:04:41

  7. Why Shenanigans Hurt 00:07:22

  8. Expense Reporting Fraud 00:09:00

  9. Out of the Mouths of Cheaters 00:09:43

  10. Chrome River Perpertraitor 00: 10:59

  11. AP Now Perpetrators 00:11:43

  12. How They Did It: Chrome River 00:12:53

  13. How They Did It: AP Now Part 1 00:14:21

  14. Reimbursements when Employee Uses Points 00:15:52

  15. How They Did It: AP Now Part 2 00:16:27

  16. Charitable Donations on Meal Receipts 00:18:17

  17. Starting ACFE Metric 00:18:50

  18. Commentary 00:20:08

  19. Games Are Not Always What You Think 00:20:53

  20. Skirting Purchasing Guidelines 00:22:04

  21. How Employees Play Games 00:23:16

  22. A Word About Cash Advances 00:24:15

  23. The Fraud/Shenanigan Spectrum 00:25:09

  24. The Yoga Pants 00:26:01

  25. The Detailed Meal Receipt 00:28:01

  26. A Word about Receipts 00:28:05

  27. Who Requests Meal Receipts? 00:28:48

  28. Receipt Requirement 00:29:18

  29. Some Absurd Reader’s Stories 00:29:58

  30. What the Detailed Meal Receipt Can Show 00:31:49

  31. Problems Detailed Receipt Won’t Address 00:32:25

  32. Receipts and Checking 00:33:20

  33. Commentary 00:34:57

  34. Other T&E Shenanigans 00:37:11

  35. What Flight Did the Employee Take 00:37:29

  36. Proving the Trip Was a Conference 00:38:53

  37. Playing the Tip Game 00:40:20

  38. Playing the Mileage Game 00:41:12

  39. Parking Game: Hopefully Going Away 00:41:54

  40. The Fuel Game 00:42:36

  41. Travel Collusion 00:44:15

  42. Flying First Class 00:45:00

  43. Upgrading to First Class 00:46:16

  44. Who Gets the Points 00:47:21

  45. Falsifying Receipts 00:48:45

  46. Double Dipping 00:50:07

  47. Refunds 00:51:23

  48. The Heartbreaking Reality 00:52:00

  49. Best Practices for Dealing with T&E Issues 00:52:29

  50. Problematic T&E Approaches 00:52:34

  51. Dealing with Extravagant Travelers 00:53:13

  52. New IRS Guidelines 00:53:50

  53. Tax Cuts and Jobs Act 00:54:27

  54. The Million Dollar Question 00:55:22

  55. Best Practice Approach 00:56:14

  56. Best Practice Approach Continued 00:57:10

  57. Another Reality Check 00:57:53

  58. A Worthy Quote 00:58:28

  59. Closing Thoughts 00:58:45

  60. Speaker’s Information 00:58:59

  61. Thank You/Questions/Comments 00:59:02

  62. Speaker Closing 00:59:20

  63. Presentation Closing 00:59:57

  • ACFE - Association of Certified Fraud Examiners 00:19:07
  • DHS - Department of Homeland Security 00:21:25
  • Expense Report 00:01:50, 00:57:15
  • P-Card 00:42:09
  • Tax Cuts and Jobs Act 00:54:04, 00:54:27
  • Travel Expense  00:52:00

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.

Travel Expense: Travel expenses are costs associated with traveling for the purpose of conducting business-related activities. Travel expenses can generally be deducted by employees as non-reimbursed costs incurred while traveling away from home specifically for business purposes.

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

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.

DHS - Department of Homeland Security: The United States Department of Homeland Security is a cabinet department of the U.S. federal government with responsibilities in public security, roughly comparable to the interior or home ministries of other countries.

ACFE - Association of Certified Fraud Examiners: The Association of Certified Fraud Examiners is a professional organization of fraud examiners. Its activities include producing fraud information, tools and training.

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.