Controlling spending.
WHAT EXPENSE SYSTEMS DO
Capture claims, with receipts Apply policy automatically Route for approval Reimburse Post to accounting
WHAT RECEIPT CAPTURE SHOULD SUPPORT
Photographing at the time.
WHY
Receipts collected later are lost.
WHAT POLICY ENFORCEMENT SHOULD CHECK
Limits by category Required detail Duplicate submissions Dates within permitted periods
WHY DUPLICATE CHECKING MATTERS
Resubmission of the same receipt is a common form of loss.
WHAT APPROVAL SHOULD REQUIRE
Someone accountable for the budget.
WHAT TO MONITOR
Claims near limits repeatedly Patterns inconsistent with role Approvals granted without examination
WHAT PROCUREMENT SYSTEMS ADD
Requisition before purchase Catalogues of approved suppliers and prices Budget checking before commitment
WHY REQUISITION BEFORE PURCHASE MATTERS
It prevents commitments made without authority.
WHAT SPEND ANALYSIS REVEALS
Concentration with suppliers Purchases outside agreed arrangements Opportunities to negotiate
WHAT MAVERICK SPENDING IS
Buying outside agreed channels.
WHY IT COSTS
Negotiated prices are not obtained, and visibility is lost.
WHAT TO MEASURE
Proportion of spend through proper channels.
