Expenses - how can we inform company cant bare such charges?

Hi, We received mobile bill from our consultants which we pay every months. (Budget up to Rs. 3000/- p.m.) This months his bill received with roaming charges Rs. 6000/- . how can we inform this charges is out of budget. company cant bare such charges. Please help me for drafting mail politely. Its very urgent. Pl. help.

Hi,
Pls confirm if the roaming charges were for official purpose? If he was on official tour for few days or weeks...if yes then these charges should be approved by the appropriate authority and reimbursed...however not neccesarily entire amount but(4000 - 4500k).
Regards
Nivedita

Dear Isupriya
What was the initial agreement with your consultant about payment regarding Mobile Bill reimbursement ?
If it is mentioned in that act accordingly and reimburse only the ceiling amount as per agreement. If not you must pay fully. Here if the consultant was on leave and the bill runs in roaming then, you can make the average clause calculation like the bill amount is Rs.6000/-. Went on leave for 10 days. then pay Rs.4000/- and instruct that you were on leave and you used for personal use during leave period hence it was not considered to make payment of mobile bill reimbursement in full.
Hope this reply will fulfill your requirement.
Let us expect from other members view too.

Hi Supriya,
Draft the mail as follows:
Dear,
As per the limit sanctioned for the consultants for mobile usage,it has to be monitored and kept within the limit. As your this months usage has gone way beyond the approved limit company shall reimburse only the Rs3000/-.
Kindly note that its as per the company policy.
Regards
Nivedita