Policies & Procedures

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Expense reporting internal controls

Q. I am reaching out to check on the best practice for the retail industry when expenses are incurred by marketing folks who do a video shoot at a remote place and a corporate card cannot be… Read More

Unreimbursed expenses for deceased employee

Q. I work for a university and just found out an employee unexpectedly passed away before the meal receipts for a reimbursement could be submitted. What is protocol for this? Does the department… Read More

Sales tax on hotel expense reports

Q. Our organization typically separates the expense from the sales tax. Hotel receipts list several taxes, occupancy tax, city tax, state tax, county tax, etc. Most of the time these do not match the… Read More

What charges should be included in a per diem allowance?

Q. Does the Per diem allowance include tips/delivery fee and or taxes.Example:$15.00 for lunch Bill is $15 for food, 5% taxes $.75, 20% tip $3.00 Total charge is $18.75. Is this the amount… Read More

What is a "reasonable period" of time in an accountable plan?

Q. Per federal tax regulations, expenses submitted after 60 days will be reported as taxable income to the employee, and applicable Federal, State, FICA and Medicare taxes will be deducted from a… Read More

Best practices for travel reward points

Q. What are the Advisory Panelists’ best practices for using hotel and airline rewards that are accumulated by the company? A. (Answered by the IOFM Advisory Panel) ----- Our Sales team does the… Read More

Employee travel expenses submitted after 60 days

Q. We have several employees that have company credit cards for travel and they purchase other items for the company. The company pays the credit card company directly for these expenses, no money is… Read More

Handling expenses for remote employee's travel to the office

Q. Background information: With the new fully remote work environments post COVID, we have several employees who are remote who are “REPORTING INTO” an office, rather than “WORKING IN” an… Read More

T&E expense for battery charging on electric vehicle

Q. We recently had an employee rent an electric vehicle, and on their receipt they had a battery charging charge. This is a first for our organization and I'm wondering how other companies are… Read More

Reimbursing employees for using personal cellphones

Q. What on average are companies reimbursing employees for their use of their personal cell phones? A. (Answered by the IOFM Advisory Panel) ----- We reimburse $30 per month. ----- We are reimbursing… Read More