The
new procedure is copied below. In
essence I will review in detail all expense reports starting today before I
send to Patt to draft the check.
Patt spends an enormous amount of time reconciling these things,
needless to say I don’t have the time nor will I take the time she does. Please make sure they are correct,
accurate and everything is documented and supported. If anything is lacking, I will send
back for correction.
Below
is a copy of the memo from Mike to me.
I will greatly appreciate your cooperation in following this new
procedure. Please file your
reports weekly as I will have a better chance to review than if several weeks
come in at once.
Thanks
in advance.
Expense
Reporting. Effective immediately we will follow the procedure outlined
as follows:
All
expense reports relating to people who report to you (Barry) must be approved
by you prior to submission to accounting.
Make
sure expense reports are filled out in their entirety
including:
·
Receipts for all expenses
Originals where at
all possible
Itemized expenses
such as hotel bills not just the credit card receipts
Complete invoices in seeking reimbursement for such items as phone
bills
·
Airline itineraries
for all air travel, used and non-used
(This is an accounting
nightmare. Please include all
ticket itineraries that are used, changes and not
used.)
·
Business purpose
listed for all business expenses and trips
All
expenses should be reasonable business expenses. The company's money
should be spent as if it were your own. If there are questionable
expenses, I will disallow.
Only
expenses that are deductible for tax purposes will be accepted for
reimbursement. If you are interested in a guideline, please refer to www.irs.gov
and publication 463, Travel, Entertainment, Gift and Car
Expenses. If an expense is questionable, an employee, when
possible, should seek clarification in advance if an expense will be
acceptable.
If an
expense report is not complete, Patt is instructed to return it to the
vice president to whom the employee reports.
This is
a change from the past where expense reports have been sent to accounting for
checking, finding airline itineraries, etc. By having the reports go to
you vs. accounting we will skip a step of sending them to accounting back to
you and back to accounting.
Please
let your people know the new procedure. Thanks.
Barry
Herron
Vice President of
Sales
Global Election
Systems
1611 Wilmeth
Rd.
McKinney, TX
75069
(972)542-6000
(972)542-6044
Fax