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Documenting







Guidelines : Documenting

Documenting

Guidelines

  • Give a detailed account of the expenses incurred with the corresponding dates. List only those expenses for which your company has agreed to provide reimbursement.
  • Include a copy of all necessary receipts, invoices, and account statements.
  • Keep a copy of all the above documents for your own records.

Example 1: Sample letters for expense documenting

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Corporate Credit Card Requirements

Effective June 1, we will be instituting a new policy concerning your corporate credit card. Instead of relying solely on the monthly statements, we are now requesting that you turn in your credit card receipts on a weekly basis. This will allow the bookkeeping staff to provide management with detailed expenditure sheets.

Example 2: Letters for expense documenting

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Reporting Of Expenditures

As we are all aware, our business, and thus our number of employees, has been growing by leaps and bounds. While we are all excited by this, we have reached a point where our informal reporting of travel and office supply expenditures to Kathy is no longer practical.

In order for Kathy to do her job efficiently, we must provide her with well-organized information. Because of this, we are requesting that all employees copy the attached Office and Travel Expense forms and fill them out each Friday. Any receipts, invoices, etc., should be stapled to the form. Even if you do not have any expense to claim for that week, please fill in the balance box at the bottom of the sheet with a zero and sign your name to it. Please deliver these sheets to Kathy no later than 8:30 every Monday morning. This will allow Kathy to:

• Keep accurate records of each individual’s weekly expenditures, should you need to access them.

• Allow Kathy to tabulate weekly and monthly expenditure reports more quickly and easily.

Kathy is always willing to go beyond the call of duty to help out her fellow employees. Let’s do what we can to help her out.

Example 3: Letter of Documenting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Expense Report For The Week Of June 5, 19–

During my sales calls this week, I showed expenditures in the following areas:

• Mileage/gas–amount: $ 52.65

• Overnight stay in Fayetteville at the Evenings Inn: $ 89.01

• Sample electronics kits: $ 202.25

Attached are receipts for verification.

Example 4: Documenting Letter

Memorandum

TO

FROM:

DATE:

SUBJECT: New Accounting Spreadsheet

On Friday, we will be adding a new feature to the network: expense spreadsheets. Please look over this sheet when it is added to your workstation. When you have expenses to record, simply fill in the spreadsheet and send it to Mary Ann in accounting via NetExpress. Please continue to keep a file of all expense receipts—occasionally, accounting needs to request verification of your expenses.

Example 5: Example Letter of Documenting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Reporting Of Expenses

As we discussed in our Friday meeting, we need to put together a new expense reporting policy. Since the sales department is most affected by this change in policy, we would welcome your input. New policy needs to include the following issues:

• Gas and mileage reporting

• Cap on hotel spending

• Mobile phone bills

• How much to allocate for the distribution of samples

• Meal expenses

Based on discussion in our meeting, please offer your comments and suggestions with
regard to reasonable expectations for each category listed above. Please forward your
opinions and additional notes to Linda—she will compile the results for next Friday’s
meeting.

     

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