• Use voicemail creatively. Voicemail isn’t just for taking messages, it can send them too. Changing your outgoing message to include the most frequently asked-for info (what days checks are mailed, deadlines for common forms, etc.) can head off an amazing amount of questions.
• Dedicate different lines for different tasks. If your phone system allows it, set up separate phone lines/voicemail boxes for your different internal and external “customers.” For example, you could direct callers with questions about vendor payments to one line, those looking for T&E reimbursements to another, and employees with questions about payroll or benefits to a third. That way, you can take care of related questions in one swoop, which should save time and mental energy.
• Create a FAQ page for Accounting. If, like most Accounting pros, you get the same few questions over and over, it’s time to create a set list of answers. Posted on the intranet, or even sent as a quarterly “reminder memo,” it’s a quick way to spread need-to-know info that makes everyone’s life easier.
• Maximize your e-payments software. No matter what software you use to process direct deposits, reimbursements and other payments, make sure you’re taking full advantage of its notification tools. Something as small as being able to e-mail folks that their anticipated payment just got processed can reassure them — and save you from having to handle one more phone call later on.

And that creates a dilemma for your company: The cheaper flight will also mean more nights at a hotel, additional meals and maybe extra days’ rental car expenses. So a super cheap-o flight could easily cost you more when you factor in the additional travel expenses.

Not to mention that some employees will automatically book a more expensive flight without thinking about the cost simply because they’re eager to get home and sleep in their own beds.

To prevent problems, alert upper management now so they can settle on a definitive policy for how to handle the situation. Because it’s only going to become more common.

Right now, United’s the only airline using this new rule, but others are expected to follow suit — soon.

You know the dangers of not having fresh eyes to double-check entries, approve expenses, etc. But a rogue co-worker could also subject your company to reimbursement fraud. Besides the hit to your company’s bottom line, it can also leave innocent colleagues holding the bag.

Reports are surfacing of Accounting staffers who are cutting checks for legitmate reasons (health claim reimbursements, paid time off, etc.) but then cashing the checks themselves. It’s most common when the employee who shouldget the check has been recently terminated or simply doesn’t understand which benefits he or she is entitled to.

Granted, most of your co-workers are honest, and this kind of scam is relatively rare. But it’s better to take away the temptation:

• Separate duties so the person who approves a check isn’t the same one who cuts the check.
• Audit accounts (and benefits programs) periodically to keep an eye on things. Ideally, make the audit schedule irregular, so it’s harder for any would-be crooks to cover their tracks.
• Consider direct deposit for reimbursements so there are fewer chances for the funds to go awry.

There’s increasing pressure on IRS to raise the standard business mileage rate again mid-year
A recent study by AAA says the average cost of driving a vehicle is up to 54.1 cents per mile. The current reimbursement rate is only 50.5.

With gas prices continuing to rise — and showing no sign of slowing down — the Service may have to do another mid-year hike to keep pace with the inflation.

If it doesn’t, expect a major hike at the end of this year.

Edited to correct ‘08 rate.

If your company requires employees to use their own tools while on the job, now’s the time to make sure IRS isn’t throwing a monkey wrench into your reimbursement plan.

Your company might be getting much-needed tax-favored treatment under an Employee Tool & Equipment Plan, but IRS has just announced it’s stepping up enforcement in the area.

An accountable plan can help any number of industries (especially automotive, construction, agriculture), but IRS claims they all have one thing in common: Many of the tools plans being utilized aren’t meeting the requirements to be tax-favored accountable plans. Employees may be receiving the same amount of gross pay, but instead of it coming in as taxable compensation, it comes in as a non-taxable reimbursement.

So, whether you’ve already got a plan up-and-running or are planning to start one, expect the Service to take a much closer look at your company.

For a breakdown of IRS’ Employee Tool & Equipment Plans and what can help your company avoid a tax examination, you can visit the Fed site here.