Heavy Travel Reimbursement Claims From Employees

Dear Friends,
I was in a similar situation. Marketing staff submitting bogus, inflated bills. Many times meetings not conducted but expenses for the meetings submitted !!!!!
I devised a travel policy and fixed maximum amount they can claim for food, lodging and travel etc. city-wise and employee category wise. For lodging bills must. But I used to do random verification with hotel person. For food allowed flat claims without bills but within the maximum limit.
Management gave me full support. Except occasional query in audit, things are quite smooth now.
Regards
Bhavan

• I do not find anything wrong with the attitude of your technical person.
• He has been making claims and asking for concessions and you have been allowing him to do that again and again. So where he has gone wrong. In case he is wrong anywhere, you should tell him and reject his claims.
• First make good rules / policies. Document them, communicate them and follow them without favor or fear and your problem is solved.
• I feel management has failed in it's duty of making policies, communicating policies and implementing policies, in this case.

HI friends,

I am the accounts assistant of my company wherein i process the tour claim of employees and at the same time process my claim itself, because many times we dont put ourselves in the other persons shoes, there are lots of problems a person encounters while on tour, just 2 days back i came from tour and my senior person claimed auto rate i.e Rs.7/- per km, for 50 km i.e Rs.350/- Rs, but in real he went by bus and spent only Rs.17/- But while in tour there are lots of incidental expenses and especially in organisations wherein rates are fixed according to city and employee grade you really dont get anything, but rather end up paying more. FOr eg in chennai even for going 2 km by auto ,auto person is charging 50 Rs, whereas in calicut it is some 12-10 Rs only, so what can the employee do, if the accounts person is terming his claim of 50 Rs auto claim as false claim .

He really has spent the money so for this many employees resort to this false records and impersonation things, hence we should always make a travel policy which does not put any employee into loss.

Also try to understand from him as to why he went by auto inspite of bus facility because AC bus from broadway to tambaram is only 30 Rs or so whereas Auto from broadway to tambaram costs about 500/- . But there should be reason for auto travel, was it client urgency or something else. ?

I agree with Sriram, this is common scenario in a growingc ompany. But no body is indispensable. So first discuss with him individually based on the eligibility and he is also one among all the employees. In the meantime try to create standard travel allownce based on various grades / designations you ahve in your oransiation so that he has to claim within his limit. Otherwise the number will only increase. Take care
Thanks & Regards
Suganthi Nair

Rules should be simple & unambigous.
Stick to the rules.
Tolerate no nonsense.
This shall send clear message to all employees.

RULES RULES RULES!!!!
Before telling the employee as culprit hear his views, might be he is already getting the benefit as his pay package as decided between him and the boss.
In this Co. like yours it happens a lot!. making policy which cuts his earning will get you in uncomfortable position later on.
The changes are always should be made positively and for better future for both the employees and the employers.
regds
MG