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
Thanks,
Dinesh Divekar