Posted in: Best practices, Communication, Hiring & training staff, In this week's e-newsletter, Latest news & views
One co-worker with a missing receipt can clog up even the most efficient A/P department. Here are three ways to fight back.
You can never eliminate all errors from T&E processing — people are human after all. But a few proactive steps on your part can greatly reduce the number of errors that start in other departments and then worm their way into Accounting.
- Send a reminder — regularly. Many of your co-workers don’t do T&E on a regular basis, so it’s not surprising they forget certain details. Once or twice a year, circulate a “friendly reminder” e-mail outlining the basics of your company’s policies. Bonus points: Send the memo electronically and on paper to increase the number of folks who actually see it.
- Put up an FAQ page. Chances are you answer the same five questions on a regular basis. Write down the answers in a Q&A format and post it where it’ll get noticed, like the break room or the company intranet. Another option: Include it in your “reminder” memo.
- Inform ‘em of “breaking news.” When you’ve made a policy change or IRS has changed something like the mileage rate, post the news clearly near where everyone who needs to see it will. If you have a bin in A/P for “incoming expenses,” that’s the perfect spot for a “Make sure you double checked….” reminder. If that’s not convenient for you, consider sending it as a heads-up to all approvers.
Do you have any tricks up your sleeve for getting co-workers to get T&E right the first time? Share the wisdom with your colleagues by commenting below.