Return-Path: Received: from vps.transocean.com by vps.transocean.com (Dovecot) with LMTP id WTFVDe+/7FgjQwAAInt2oQ ; Tue, 11 Apr 2017 04:37:19 -0700 Return-path: Envelope-to: kathleen@transocean.com Delivery-date: Tue, 11 Apr 2017 04:37:19 -0700 Received: from ccm31.constantcontact.com ([208.75.123.227]:40756) by vps.transocean.com with esmtps (TLSv1.2:ECDHE-RSA-AES256-GCM-SHA384:256) (Exim 4.88) (envelope-from ) id 1cxu6b-0004Sr-0E for kathleen@transocean.com; Tue, 11 Apr 2017 04:37:18 -0700 Received: from [10.252.0.102] ([10.252.0.102:60528] helo=p2-jbsvcs5292.ad.prodcc.net) by 10.249.248.10 (envelope-from ) (ecelerity 4.2.1.52273 r(Core:4.2.1.11)) with ESMTP id D0/56-16308-AAFBCE85; Tue, 11 Apr 2017 07:36:10 -0400 DKIM-Signature: v=1; q=dns/txt; a=rsa-sha256; c=relaxed/relaxed; s=111405; d=ap-now.ccsend.com; h=date:mime-version:subject:X-Feedback-ID:message-id:from:reply-to:list-unsubscribe:list-unsubscribe-post:sender:to; bh=DYvMEjz0V//XPTM+upA1FaC/N92Ks/vsB/QJVauEtfQ=; b=b+Zs04eA1aR9R/LxfJoYEouPsa/EQ2RsBdM5347NGISvtaATEpHG19IrdqBqrgUDQfA3Q+KAdJwKe20DxTGmH4PhXxR+27yz8H8nWF5l/7UBCwc2EW6hQS//Nb1gAVnALgjmNVgQZi4XWXIS8Q7WiQu4641E+XgAt257S6t45Ss= Message-ID: <1127665777324.1101245055428.1701981338.0.550735JL.2002@scheduler.constantcontact.com> Date: Tue, 11 Apr 2017 07:36:10 -0400 (EDT) From: Mary Schaeffer Reply-To: editorial_director@ap-now.com Sender: Mary Schaeffer To: kathleen@transocean.com Subject: Missing Receipts MIME-Version: 1.0 Content-Type: multipart/alternative; boundary="----=_Part_243316792_1965106509.1491910570377" List-Unsubscribe: List-Unsubscribe-Post: List-Unsubscribe=One-Click X-Campaign-Activity-ID: 51c05314-fadb-4d2b-8d58-a145766a0b42 X-Channel-ID: 7acc5340-800d-11e6-a964-d4ae5275b546 X-Mailer: Roving Constant Contact 2012 (http://www.constantcontact.com) X-Return-Path-Hint: AUcBTFPrbTSuNWKFFdmoLQg==_1101245055428_esxTQIANEeapZNSuUnW1Rg==@in.constantcontact.com X-Roving-Campaignid: 1127665777324 X-Roving-Id: 1101245055428.1701981338 X-Feedback-ID: 7acc5340-800d-11e6-a964-d4ae5275b546:51c05314-fadb-4d2b-8d58-a145766a0b42:1101245055428:CTCT X-CTCT-ID: 79e54ea0-800d-11e6-a8f5-d4ae5275b546 X-Spam-Status: No, score=-8.7 X-Spam-Score: -86 X-Spam-Bar: -------- X-Ham-Report: Spam detection software, running on the system "vps.transocean.com", has NOT identified this incoming email as spam. The original message has been attached to this so you can view it or label similar future email. If you have any questions, see root\@localhost for details. Content preview: Having trouble viewing this email? Click here http://campaign.r20.constantcontact.com/render?m=1101245055428&ca=51c05314-fadb-4d2b-8d58-a145766a0b42 A Best Practice Policy for Dealing with Missing Receipts ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ [...] Content analysis details: (-8.7 points, 3.0 required) pts rule name description ---- ---------------------- -------------------------------------------------- 0.0 URIBL_BLOCKED ADMINISTRATOR NOTICE: The query to URIBL was blocked. See http://wiki.apache.org/spamassassin/DnsBlocklists#dnsbl-block for more information. 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Click here http://campaign.r20.constantcontact.com/render?m=1101245055428&ca=51c05314-fadb-4d2b-8d58-a145766a0b42 A Best Practice Policy for Dealing with Missing Receipts ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Dear Kathleen If you are like most of our readers who review expense reports for their organization, you regularly deal with employees who have lost receipts some of their expenditures. What follows is a best practice policy for dealing with this issue. * 1. Be aware of the IRS rules [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18fJArj-RKICR7__fNUv04PzeLT2ZnHdecnEHaP7gyb4FQ21x8ONqK1U8eZmRArBhRQi-4Ov-7Tb0zvZa7mDwD9tG1aFDvcK9XYg1hFGAZPcopTCSyEGGdoRP6_55kRT7NIKivTf5RZq1-XRSytLx6jI=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==]. You only need a receipt for tax purposes if the expense is in excess of $75. So, if the person who lost the receipt is someone who is normally pretty diligent about their expense reporting AND the expense is under $75, you can be magnanimous and forgive the requirement that they submit a receipt. * 2. If the expenditure was a hotel bill, ask them to call the hotel and request a copy. Don't forget to get the hotel folio, so you can break out meals if there were any. Virtually every hotel will provide this. * 3. Require the employee make every attempt to get a duplicate copy of the receipt. * 4. If the employee is not able to get a copy, require they fill out a Lost Receipt Affidavit. This should include their name, the amount of the receipt, a description of the item and an explanation of why the receipt is not available. It should include a statement that something along the lines of the following: Acceptance of this form in lieu of the original receipt/invoice is at the discretion of the employee's manager and Account Payable. [Insert organization's legal name] is under no obligation to reimburse unsubstantiated expenses or costs. Require the signature of the employee and his or her manager. * 5. Keep a list of all lost receipts by employee name. While it is reasonable that an employee might misplace one or two a year, if there are more and the amount of money on them is high, a discussion should be had with the employee and he or she told there will be no further reimbursements for them of expenses without original documentation. Best Practice Tip: By the way, as long as you note that reimbursement without a receipt is at the discretion of the accounts payable department, you can deny any undocumented questionable reimbursement request. As noted in step 1, the IRS rule sometimes provides you with protection when it comes to dealing with thorny expense reporting headaches. We will discuss the IRS rules in detail in our one-hour T&E Best Practices to Ensure Compliance with IRS Regs webinar on April 20th. You can get additional information about that session or register for it here [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18fJArj-RKICR7__fNUv04PzeLT2ZnHdecnEHaP7gyb4FQ21x8ONqK1U8eZmRArBhRQi-4Ov-7Tb0zvZa7mDwD9tG1aFDvcK9XYg1hFGAZPcopTCSyEGGdoRP6_55kRT7NIKivTf5RZq1-XRSytLx6jI=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==]. It is included in our webinar [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18c_e_b2eJ19BodJ42Gaumj4je7w8mfgTY0FS0mv5mMEbm4eVClfZSaYuEn4fgD9eZxUqLJCMVhIp0_L1n2GD_D7JT852Hrr6thpQ71zFmTWb_LEhydTAJPfRxYFTJwTcwXzfJ1f5V2rjw1_JNxQgx-k=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==] and platinum [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18c8yDh-ztGzSFGyw7VE9muzI4xBlQ_s-PX2XEDxU_5p53B9NU3OWYCwO8bLcnDp-mDLtW0HWxbFtvvZxjZ7xxp_f5W9CK2ztiR2d-_9o4zIFnIwCxJXrTC3VjQ9WbaFnaiu-NlASLts-zwDTEiQNmNU=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==] memberships. The Other Expense Report Headache: Unfortunately, this is not the only headache experienced by those who review expense reports. We devoted the March issue of our newsletter to dealing with questionable submissions on an expense report. You can purchase it as a download now here [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18dfI7jXS66AUFMW68J2tvkPeDXE1D4DGZwVTf1ky2fcKG4P9tw6jPyBK_sbRjctIXQGUJOzNF-4_JqrAyBAmlhnrqBZ1q9qMBW09PpXp2PefogrGawR79JvhFJ5pwSCQYkaXX4FO__fpPPdKHfUvKMU=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==]. You can get more information about our newsletter or subscribe to it here [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18dEgTIsPmVOxaQtdTAHV5c4ohVk2dvjbOWR_AT8wm20zKQbwHm8JISDvd7-ZEopTft1DAf5Yoncro48UImz8Ino8hCMknz477pkepoqMPe_tS-X2fCxfD7GUt9jyoGBJ_sxgUj5ro8rmCe8Fv7HlwqNRp29kv-xcBoKwF78CNPlkQOor5-09ME__9MfkxqU7Jg==&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==]. The publication is included in AP Now's portal [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18XUQJ5_GY-Qg-j7u0L96f8sSjm5ffhevU8utWPcQSlmDr7LG-wXSkzVf6_oQVvLvFRmPgKo0FAfXaSYzZmRzqA7K6DvkUAy_a83cfwbsl51iLBBE-RLJr-AQUd892wkP2wMoJoYUchP1&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==] and platinum [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18XUQJ5_GY-Qg-j7u0L96f8sSjm5ffhevU8utWPcQSlmDr7LG-wXSkzVf6_oQVvLvFRmPgKo0FAfXaSYzZmRzqA7K6DvkUAy_a83cfwbsl51iLBBE-RLJr-AQUd892wkP2wMoJoYUchP1&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==] memberships. We are also running a live three-hour T&E Best Practices Workshop [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18SiA_V7nsBGmuPpXmeLXcWfDfKIYP4amvXIPvgS5VKxK91JlOaX1yB6MDWBvyTteEfQR54i-qEyefYaa8ehXAVtVfuU9DSyv5fOIhH74tE_cr-zjfvqCEhLEKMTAnTDEAUD9ZAhoUoEkdHn-U5vbm64=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==] before our Payment Fraud Symposiums [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18Xlmg6Ky8i2OaOi8OL3QvnyKNgxQQSti4gtiSeP2MKCb-TxmSo_itV_gllSrcaq8CtVuNepmqJwNNz4CHgar0KDDDVM1hHsxhGzV3M9G0BkgXvmD-ycIelgcvGQhuwc06Nhu9WBNeRYspKFbIk98jxo=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==] in Philadelphia and Denver. The following webinars [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18dEgTIsPmVOxMsjI2kt5hvKRokf8xjaqE2a4VIdkijjcKcgs79wrGaPw46O7DZUH4pSdgW2N4MEmJdKhvbdzvkvj70REKQNiIIICAAYPSDLZYLQQqTaPpwJiktZFKRZ1Qy8K8iqVBCrI62lyyPw9FnjFdPZ2phScIC-GozgdBmMe-ORpyLVTMDQ=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==] are also included in our webinar [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18c_e_b2eJ19BodJ42Gaumj4je7w8mfgTY0FS0mv5mMEbm4eVClfZSaYuEn4fgD9eZxUqLJCMVhIp0_L1n2GD_D7JT852Hrr6thpQ71zFmTWb_LEhydTAJPfRxYFTJwTcwXzfJ1f5V2rjw1_JNxQgx-k=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==], Anytime Viewing [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18XUQJ5_GY-Qg-j7u0L96f8sSjm5ffhevU8utWPcQSlmDr7LG-wXSkzVf6_oQVvLvFRmPgKo0FAfXaSYzZmRzqA7K6DvkUAy_a83cfwbsl51iLBBE-RLJr-AQUd892wkP2wMoJoYUchP1&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==],and platinum [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18anNijo1xG492PwbMzluP_2fcVKPQpHnyqGypFi9fB-q_7YFyIxZIC5nQfMMmz0dO0T1oneaWEPxsA_k4TDFm1VY7WiCLnXTskxeWGV633CxXuebFz-DfIoBwJa4833ZJ3r8cPNU8mY6IDYC_lWaHzs=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==] memberships. If you wish to pay by check, download our Order Form [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18QTeZF1XaI8vWsBhYs81fbapvFBU5ubPt6-CUGMQyPng4fXEGSOI6ZHIQRHrbhx4OrsmLs72MSzJxiV_fPwSQGsQOBmkBQxSG8nB4angbEQyrvFoBaEzwVCKBOxPZoSltTsMPk1aYFYLIKxaAYnToxZgY-rmLRjKgw==&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==]here [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18QTeZF1XaI8vWsBhYs81fbapvFBU5ubPt6-CUGMQyPng4fXEGSOI6ZHIQRHrbhx4OrsmLs72MSzJxiV_fPwSQGsQOBmkBQxSG8nB4angbEQyrvFoBaEzwVCKBOxPZoSltTsMPk1aYFYLIKxaAYnToxZgY-rmLRjKgw==&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==] and write the webinar in on one of the blank lines. Upcoming AP Now Webinars * T&E Best Practices to Ensure Compliance with IRS Regs [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18fJArj-RKICR7__fNUv04PzeLT2ZnHdecnEHaP7gyb4FQ21x8ONqK1U8eZmRArBhRQi-4Ov-7Tb0zvZa7mDwD9tG1aFDvcK9XYg1hFGAZPcopTCSyEGGdoRP6_55kRT7NIKivTf5RZq1-XRSytLx6jI=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==] April 20 * Master Vendor File Best Practices [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18aC0Hh_zytBgJbLJxXZq-iU04GIb58UZru0M0D5soYDC0OUVJ1DIuAlpfW4l5Y3V0bhMzzVftw1-O04lqo2OWIFH2qbT8CUg1UC6ktW_7SBafWHcQ5lkkRrp7Ej3-t7F0YYDa7klQNpuCfeyS-RKLSg=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==]May 10 * Developing Issues: Payment Attitude Survey Results May24Other Upcoming Programs * Payment Fraud Prevention Symposium + Workshops We'll be in Philadelphia on July 13-14 and Denver on June 8-9.See the details for the Symposium here [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18Xlmg6Ky8i2O4G8yj6fUNbAQB5J-duhxPabI5oz4MoxkqTwI8S-c6KKAbsguZgzAX9pkI2gjPyIJ4HEOdo24jnGlkApQ36-LHCV8quycjRWP-QnFon2UeDrwNRx76WO5uhQ3gef0FMaDKKM3K6b6sRw=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==], the T&E workshop here [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18SiA_V7nsBGmuPpXmeLXcWfDfKIYP4amvXIPvgS5VKxK91JlOaX1yB6MDWBvyTteEfQR54i-qEyefYaa8ehXAVtVfuU9DSyv5fOIhH74tE_cr-zjfvqCEhLEKMTAnTDEAUD9ZAhoUoEkdHn-U5vbm64=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==], and the Policy & Procedures Manual Workshop here [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18SiA_V7nsBGmfmLQ92iO3C_6v8ubE_AJVuldpI0hvO2irVBv7fD9eAk7zf9u8U-CcnChwgv0E6XdhAOQ84r9khpLAjBkZIPUpKpLrWcIvNDlqXd-YM-uxyiCMLa-DCsAlJjfaulCd9WRk8JZT0bHvA8=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==]. You can register for all three here [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18Xlmg6Ky8i2OaOi8OL3QvnyKNgxQQSti4gtiSeP2MKCb-TxmSo_itV_gllSrcaq8CtVuNepmqJwNNz4CHgar0KDDDVM1hHsxhGzV3M9G0BkgXvmD-ycIelgcvGQhuwc06Nhu9WBNeRYspKFbIk98jxo=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==] (and save $200). * Accounts Payable Best Practice Certificate Program- a self-study, go-at-your-own-pace, take-the-exam-at-your-convenience program, with no ongoing CPE requirements. You can get the details about it here [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18cXPWHEzR3OPSCCnKvOPuD67FucqpBP0darYKZgfphjUPxrCfJpbTbTx24fXGQW-KQ652M2rdQG4swhfJSnB6TeyMEVq717qr8Ts5CtLhOJZ-y34KfNTsFrWLWLFZbZKysXJOBrVK4SoWlV3pUtyYqA=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==]. 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Subscription now also includes the March AP Best Practices webinar and the fall AP Recognition Week webinar. * Porta [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18W2ctpVLSEpDQYQ3QwO7d292HRFCiGIO9PSLyFtPFFqH65a5ct2bthpMokRxjmuHCdE2IBl3VLkGjRHGPc9ydk4CM4-TVosj_bkxu0NQfhOw33E_-yiJAySDpCnT57SfvF-mI3XWHIOjac_m3Duc4vY=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==]l - Newsletter (as described above)+ access to database filled with articles, tips and diagnostic checklists * Annual Webinar Pass [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18c_e_b2eJ19BodJ42Gaumj4je7w8mfgTY0FS0mv5mMEbm4eVClfZSaYuEn4fgD9eZxUqLJCMVhIp0_L1n2GD_D7JT852Hrr6thpQ71zFmTWb_LEhydTAJPfRxYFTJwTcwXzfJ1f5V2rjw1_JNxQgx-k=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==]- All AP Now's one-hour webinars (2 per month except January when there's only one) * Anytime Viewing Pass [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18XUQJ5_GY-Qg-j7u0L96f8sSjm5ffhevU8utWPcQSlmDr7LG-wXSkzVf6_oQVvLvFRmPgKo0FAfXaSYzZmRzqA7K6DvkUAy_a83cfwbsl51iLBBE-RLJr-AQUd892wkP2wMoJoYUchP1&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==] - 25 one-hour webcasts available for viewing at your convenience * Platinum [http://r20.rs6.net/tn.jsp?f=001sDfZvmcZrArP389hfJLZN2BZPzBTtMjRcR-_e5UOXr_BbI93iBj18anNijo1xG492PwbMzluP_2fcVKPQpHnyqGypFi9fB-q_7YFyIxZIC5nQfMMmz0dO0T1oneaWEPxsA_k4TDFm1VY7WiCLnXTskxeWGV633CxXuebFz-DfIoBwJa4833ZJ3r8cPNU8mY6IDYC_lWaHzs=&c=KIeY6bxj6lA7CFv6UULa5uYFPhdIfFyQq_QjSbipxVETXLVDR2wFVg==&ch=HzXZVTl3jP_IR0bt6RYpXh_nun9Fv8uNKvarO1ms4rQRzLZrFvENQQ==]- Newsletter + portal + Webinar Pass and more Plus Anytime Viewing Pass P.S. 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How to deal with employees who lose receipts for = their expense reports
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A Best Practice Policy for Dealing with  
Missing Receipts
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Dear Kathleen
 

If you are like most of our readers who review expense = reports for their organization, you regularly deal with employees who have = lost receipts some of their expenditures. What follows is a best practice p= olicy for dealing with this issue.
  • 1. Be aware of the IRS r= ules. You only need a receipt for tax purposes if the expense is in exc= ess of $75. So, if the person who lost the receipt is someone who is normal= ly pretty diligent about their expense reporting AND the expense is under $= 75, you can be magnanimous and forgive the requirement that they submit a r= eceipt.
  • 2. If the expenditure was a hotel bill, ask them to call the hotel and re= quest a copy. Don't forget to get the hotel folio, so you can break out mea= ls if there were any. Virtually every hotel will provide this.
    • <= li style=3D"color:black;font-weight:normal;font-family:Times-New-Roman;marg= in-top:0;font-style:normal;text-align:left;">3. Require the empl= oyee make every attempt to get a duplicate copy of the receipt.=
  • 4. If the employee= is not able to get a copy, require they fill out a Lost Receipt Affidavit.= This should include their name, the amount of the receipt, a description o= f the item and an explanation of why the receipt is not available. It shoul= d include a statement that something along the lines of the following: Acce= ptance of this form in lieu of the original receipt/invoice is at the discr= etion of the employee's manager and Account Payable. [Insert organization's= legal name] is under no obligation to reimburse unsubstantiated expenses o= r costs. Require the signature of the employee and his or her manager.
  • 5. Keep a = list of all lost receipts by employee name. While it is reasonable that an = employee might misplace one or two a year, if there are more and the amount= of money on them is high, a discussion should be had with the employee and= he or she told there will be no further reimbursements for them of expense= s without original documentation.
Best Practice Tip: By the way, as long as you note that reimbursement without= a receipt is at the discretion of the accounts payable department, you can= deny any undocumented questionable reimbursement request. As noted in step= 1, the IRS rule sometimes provides you with protection when it comes to de= aling with thorny expense reporting headaches. We will discuss the IRS rule= s in detail in our one-hour T&E Best Practices to Ensure Compliance with IR= S Regs webinar on April 20th. You can get additional information about that= session or register for it here. It is included in our webinar and platinum memberships.
The Other Expense Report Headache: Unfortunately, this is not the only headache experienced by those who r= eview expense reports. We devoted the March issue of our newsletter to deal= ing with questionable submissions on an expense report. = You can purchase it as a download now = here. You can get more information about our newslett= er or subscribe to it here<= span style=3D"font-size:10.0pt;line-height:115%;font-family:'Verdana','sans= -serif';">. The publication is included in AP Now's portal and platinum membersh= ips.
=  
We are also running a live three-hour T&E Best Practices Workshop before our Payment Fraud Symposiums in Ph= iladelphia and Denver.
 
 
The following webinars are also included in our webinar, Anytime Viewing,and platinum memberships. If you wish to pay by check, download our <= /span>Order Form here and write the webinar in on one of t= he blank lines.
&nb= sp; 
Upcoming AP Now Webinars
Other Upcoming Programs    
  • Payment Fraud Prevention Symposium= + Workshops  We'll be in Philadelphia on July 13-14 and Denver on = June 8-9.See the details for the Symposium here, the T= &E workshop here, and the Policy & Procedures Manual Wo= rkshop here. You can register for all three here (and save $200).
  • Accounts Payable Best Practice Certificate Program - a self-study, go-at-your-own-pace, take-the-exam-at-your-convenien= ce program, with no ongoing CPE requirements.
    You can get the details about it here. Enroll your entire department; group rates available. = Contact publisher@ap-now.com for details.
=20 =20
Regards,
Mary Schaeffer
AP No= w
= Keeping up Just Got Easier:
= AP Now Membership Options
  • Newsletter - Monthly 4-page quick read publication focused on emerging issues impac= ting the accounts payable and payment function. Subscription now also inclu= des the March AP Best Practices webinar and the fall AP Recognition Week we= binar.
  • Portal - Newsletter (as described above)+ access t= o database filled with articles, tips and diagnostic checklists  
  • = Annual Webinar Pass - All AP Now's one-hour webinars (2 per m= onth except January when there's only one)
  • Anytime Viewing Pass - 25  one-hour webcasts availa= ble for viewing at your convenience
  • Platinum - Ne= wsletter + portal + Webinar Pass and more Pl= us Anytime Viewing Pass
=20 =20
3D"Accounts
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