How Can I Ensure Employees Route Their LTA Bills Through HR Before Finance?

Dear Team, I want to send a circular to my employees asking them to submit the LTA bills to the finance department, routed through HR. They are availing themselves of the tour leaves without informing HR and submitting the bills directly to the Finance team without HR approval. Please help me in this regard.

Regards,
Radhika

Hope you are receiving the leave applications from the employees. In the leave application itself, please add one more column about whether they are planning to avail LTA. If they mention "yes," then you should send an advance note to the Finance Department indicating that these employees are planning to avail LTA and specifying their leave period. For tax benefit purposes, employees are required to submit the original tickets/boarding passes (for air travel) along with their LTA Claim.

Instead of informing all the employees, kindly send an email/note to the Accounts/Finance department, instructing them not to process LTA claim payments without authorization from the HR Department. If they comply, there should be no cause for concern. All employees will seek your authorization for LTA payments.

Hello, Radhika. In this respect, I would like to say that you have to set the culture in your office/organization and have joint meetings with finance people. Set rules and issue standing instructions to all employees.

This is a problem faced by several organizations. What I understand is that the Accounts department has been receiving this kind of issue for a long time. I don't think you should issue any circular to employees or talk to them directly. You should politely discuss with the Accounts Department not to receive these items without the approval of the HR Department. If politeness does not work, send an email to your superior.

Thank you

As per our fellow superiors' feedback, it is better to have a discussion with the finance department and resolve the issue at the department level. If that doesn't work, then you can send a communication to all the employees.

Dear Radhika, you may check the following link. It could be useful to you. You may make necessary changes in your draft and issue the office circular.

https://www.citehr.com/333379-help-r...ry-urgent.html

Thanks,

Dinesh V Divekar.

It would suffice if you discuss and come to an understanding with your finance team, as most others have suggested. If you have any reservations about opening a dialogue with them, alternatively, send a communication to the head of Finance from your department head stating that all LTA (Leave Travel Allowance) bills should invariably be processed by HR before they are paid by Finance. Make sure that this kind of action has the concurrence of your CEO beforehand in order to avoid any ego clashes.

Perhaps you can circulate a suitably worded memorandum informing all concerned that all LTA bills should be submitted only to HR and none should be directly submitted to Finance. Also, consider posting copies on your official notice board.

Regards,
Kumar S.

The suggestion by S Bhaskar, Super Moderator, is simple and logical. I would like to add that in case the Accounts Department still receives any LTA form directly without HR authorization, instead of sending it back to the employee or arguing with them, Accounts should send this form to HR themselves for approval.