Getting employees to fall in line with expense policies can be hard. Partly because it’s always a sensitive subject with a lot of exceptions, but also because everyone has a different expensing personality type. Knowing what kind of expense reporting personalities you have at your company and learning how to keep them on track can have a drastic impact on the amount of time and energy you spend processing expense reports.
We’ve identified 5 typical expense reporting personalities that can often be challenging and pulled together some tips on how to keep them in line with your expense policy.
These guys are hard to nail down. Always jetting off for a client meeting, a trade show or to other office locations, The Jetsetter is going to rack up some serious travel expenses. They aren’t at their desk often, so getting them to focus on filling out an expense report can be tedious – usually it’s an envelope of receipts with vague descriptions every 60 days. If they’ve got a corporate card, sometimes just collecting the receipts can be challenging!
Challenge: Keeping track of receipts and remembering accurate descriptions of what expenses were for.
Solution: Give them a mobile way to manage their expenses so they can send them as they happen. They won’t have to think about it and carry receipts around that they’ve collected.
The Hoarder doesn’t like to fill out an expense report with any regularity. They just keep piles of receipts (often hidden in bags, drawers and pockets) until they feel it’s worthwhile to spend the time to submit them. Similar to The Jetsetter in that they end up with a pile of receipts, but the burden here is really on your books with old expenses.
Challenge: They don’t submit expenses in the month that they occur, making accurate bookkeeping challenging.
Solution: Add an expiration period into your expense policy so that expenses must be submitted in a timely manner in order to be reimbursed.
The Boundary Pusher
Rules are more like suggestions to The Boundary Pusher. These guys can be sneaky, running over on per diems or adding a line item to their report that really doesn’t qualify for reimbursement. They are the ones spending first and asking questions later.
Challenge: They bend the rules and make it more time consuming for you because you’ll need to double check each item to make sure it’s in policy.
Solution: Automate your expense policy with an expense management platform that takes expenses at the transaction level so that they are pre-screened before they get to you.
The Big Spender
Impressing is the name of their game. The Big Spender takes out prospective customers, clients and partners to show them a great time and win them over. But does the old adage “you’ve got to spend money to make money” really apply? They’re racking up company charges left and right and you’re left wondering if it’s really worth it.
Challenge: Is the money spent impressing clients returning anything back to the company?
Solution: By tagging each expense transaction specifically to customers, prospects, and partners – you can quickly determine the ROI of your T&E budget.
The Man of Mystery
Never one to freely give information away, The Mystery Man keeps expense information close to the vest. Often times expenses are submitted with no data that tells you where, how or why the expense was submitted, not to mention what you should file it under. They’re sending in expense reports that might as well just have an amount on it.
Challenge: Expenses are submitted without enough information for you to keep detailed and accurate records.
Solution: Using an expense management solution that allows you to require custom and specific fields will ensure that you get the information you need.
Want to learn more about how Abacus can help put you in the driver seat of your expense reporting process? Try Abacus free for 30 days!