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Expense Management Process

Process employee expense claims.

Introduction:

Claimant:

Record details of the expense

Manager:

Approve or reject the expense claim

State reason for rejection

Accountant:

Notify the employee of expense approval

Notify the employee of expense rejection

Add to department expense account

Human Resources:

Send to HR manager to reimburse on next pay check

Remind HR to process the expense

Sources:

Related Checklists:

Introduction:

An expense management process allows companies to monitor what they are spending on employee expenses.

This checklist is designed to provide easy-to-understand records for expense claims, ensure that appropriate permission has been sought and that all expense payments are able to be audited.

This process is to be initiated by the member of the accounting team who is responsible for processing expenses after receiving an expenses request.

All members of the expense approval process will contribute to the allocated tasks in their sections of the checklist.

You can also use Zapier to integrate this process with your existing internal systems.

These steps should make expense processing consistent and easy.

Claimant:

Record details of the expense

You're filing an expenses request. Below you will find the necessary form fields to record the information pertinent to this expenses claim.

Fill in all the sections with the appropriate degree of detail. This claim will then be passed to your manager for approval.

Use the form fields below to document your claim.

Employee details

Employee first name

Employee last name

Employee email address

Employee department

Direct line manager

Expense details

Purpose of the expense

1

Administrative
2

Travel
3

Client relations
4

Research
5

Food and drink

Value of the expense ($)

Description of the expense

Date of purchase

Copy or photo of the receipt

Manager:

Approve or reject the expense claim

This manager needs to approve or deny the claim request while keeping the accountant who is overseeing the process informed.

Claim details

Purpose of the expense: {{form.Purpose_of_the_expense}}

Value: {{form.Value_of_the_expense}}

Description: {{form.Description_of_the_expense}}

Use the form field below to approve or reject the claim.

Claim status

1

Approved
2

Rejected

Keeping the accounting department up to date with rejected expense claims allows them to track the number of claims which are made and the ratios of approval.