There is a sales staff in my company who submitted his entertainment claim with receipt without date and time. The account department feel suspicious and call to the restaurant to check. The restaurant told the account PIC that the receipt was issued few months ago which is not tally with his claim. and the restaurant even provided us the actual receipt. How shall we handle this case?
From Malaysia, Klang
Dear Irenerene,
You may give a show cause letter asking explanation about the act done by him in writing with in stipulated time frame. Once you receive response from him then depending on the necessity of the job and profile that the employee is handling you may take appropriate call.

Hi Manoj Kamble,
thanks for the comment. my concern is can we show the actual receipt as proof when issue him the letter of show cause. as the receipt was get from restaurant by my account department pretending the customer request receipt.

From Malaysia, Klang
Dear Irene,
Do you have policy on claim settlement? If yes, then have you outlined procedure to settle claims, process to be adopted etc? It appears that you do not have this policy. Had there been policy, your accounts staff could have settled the issue on their own for not following the provisions of the policy.
At this stage, you may tell the Accounts Manager to return the receipt as it is without date and time. However, while returning the receipt let it be returned under the covering letter. In the covering letter, let me ask clarification as to who was entertained, when entertained and whether the entertainment had a prior approval.
On receipt of the reply, check the facts whether these tally with the confirmation obtained from the restaurant. If there is discrepancy, then you may issue the show cause notice to the individual.
Lastly, please check the policy on claim settlement. If it merits revisions, revise it soon
Dinesh Divekar

From India, Bangalore

Apparently this is a case of fake claim of entertainment allowance/bill.
I am sure company must be having clear policies on how, when and what to claim i/r/o entertainment of clients/business development.
This claim by employee is a case of lack of integrity.
However before company jumps to this conclusion, ask the employee about lack of time, date etc on the bill.
Employee is bound to give a written clarification, and based on what employee gives in writing and what documents company has already collected, next action can be thought off.
Proceed Step by step and logically after getting correct dcouments,clarifications etc.

From India, Pune

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