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In some organizations in which there is little management oversight on employee expenses, employees may take advantage of the system to obtain reimbursements for entertainment and expenses not related to your business. By checking all reimbursements yourself, or at least making a policy of spot-checking reimbursements, you may be able to reduce unnecessary expenses. Remember the responsibility of ensuring that all the expense information is submitted should be part of an employee’s responsibility before reimbursements are paid. If you do not have enough information to approve the charges (e.g., a 100-mile gas reimbursement without paperwork documenting the distance to the customer), return the paperwork to the employee and ask for more information.

Lifesaver: If your employees often travel more than 20 miles to your customers, your service may not be as profitable as it may appear. Factoring in mileage reimbursements and hourly employee costs may drop your margin lower than you realize. To counterbalance these expenses, charge your clients a trip fee. This will reduce expenses and may even become a profitable charge for your business.