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How do you deal with repeat offenders or habitual violators of expense report rules?

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As an administrative assistant, you are responsible for managing and processing expense reports for your team or organization. You know how important it is to follow the rules and guidelines for submitting and approving expenses, as they ensure accuracy, compliance, and accountability. But what do you do when you encounter repeat offenders or habitual violators of expense report rules? How do you handle the situation without compromising your professionalism, integrity, or relationships? Here are some tips to help you deal with expense report rule-breakers effectively and diplomatically.

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1 Identify the problem

The first step is to identify the nature and extent of the problem. Is the violator making honest mistakes or deliberate fraud? Is it a one-time occurrence or a recurring pattern? How serious are the violations and what are the consequences for the organization? You need to gather evidence and documentation to support your findings and analysis. You can use tools like spreadsheets, software, or apps to track and monitor expense reports and flag any anomalies or discrepancies.

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Roman Kholostyakov

Administrative Manager
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It is difficult to fully analyse a hypothetical situation, but we cannot discard a possibility of a flaw in a company policy or procedures for reporting expenses. If supposed "violator" found a way to bend rules we really should thank him/her for it and amend a policy so next time such situation could not be repeated. It is like finding a security breach in your company defences.

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2 Communicate the rules

The next step is to communicate the rules clearly and consistently to the violator and remind them of their obligations and expectations. You can use different channels and formats to convey your message, such as emails, memos, meetings, or trainings. You should explain the purpose and benefits of following the rules, as well as the risks and penalties of breaking them. You should also provide examples and guidance on how to fill out and submit expense reports correctly and efficiently.

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3 Escalate the issue

If the violator persists in breaking the rules despite your communication and feedback, you may need to escalate the issue to a higher authority, such as a supervisor, manager, or human resources. You should inform the violator of your intention and the reasons for doing so, and give them a chance to correct their behavior or provide a valid explanation. You should also prepare a report or a case file that summarizes the problem, the actions you have taken, and the evidence you have collected.

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4 Follow up and follow through

After you have escalated the issue, you should follow up and follow through with the violator and the authority to ensure that the problem is resolved and that the rules are enforced. You should check if the violator has complied with the rules or faced any disciplinary actions, and if the authority has taken any measures to prevent or deter future violations. You should also update your records and systems to reflect the changes and outcomes.

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5 Maintain professionalism and respect

Throughout the process, you should maintain your professionalism and respect for the violator and the authority. You should avoid making personal judgments, accusations, or threats, and focus on the facts and the solutions. You should also respect the confidentiality and privacy of the parties involved, and only share the information that is relevant and necessary. You should also acknowledge any positive changes or improvements that the violator has made, and offer your support and assistance if needed.

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swapnali Singh

Master in business administration ( Finance and Human resource management)
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In my experience I always maintain my professionalism and respect my coworkers and authority. I always go by the rules and if I am working in a team as a team lead I love to make them follow the rule in respectful way and to company benefit.

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6 Learn and improve

The final step is to learn and improve from the experience. You should evaluate your performance and identify your strengths and weaknesses in dealing with expense report rule-breakers. You should also seek feedback and suggestions from the violator, the authority, and your peers or mentors on how you can improve your skills and strategies. You should also look for ways to improve the expense report system and process, such as simplifying the rules, streamlining the workflow, or automating the tasks.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Dawn Damon

Show up in the world in a way that makes you proud. Speak words that you wouldn't be ashamed to hear repeated back to you.
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When I first started out at my first real big girl job, we didn’t have a finance and accounting office onsite so there was no real strict guideline for expense reports. I would receive them on Monday and I would put together a report with the information provided and send it to the Accounting office and every week I would get feedback saying they weren’t correct. Finally I made an appointment with Accounting so I could learn how they were supposed to be done. Wow! Nobody was doing them right. Once I learned, I wouldn’t accept an expense report until I spoke to each person and let them know exactly what I needed from then on. I was no longer going to turn in incomplete reports or ones that included line items that were not acceptable.

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Linda Dowling
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Calling a fellow co-worker a "repeat offender" or "habitual violated" is one thing I would never do. When I first started working full time at my one job, there were no rules to expense reports. So you can imagine - hot mess express. So when we sat down and came up with our expense rules - it took some time to get everyone on board. For the co-workers that had a harder time - I would ask them how I could help them; and I would create an expense report sample so they would follow it. No one wants to have their expense checks held up - but sometimes it takes a different approach to get things right.

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Lisaann Mascellino

Accounts Payable | Experienced Business Collaborator| Create clarity and controls in chaotic environments to improve performance
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Expense report compliance requires the following: 1. The expense report policy must be clearly defined. 2. Policy rules must be consistent from the top of the organization down. 3. Training and education should be required annually. 4. Investigate the recurring issue- is it culture, system, training? 5. Recurring issues require immediate feedback otherwise it just keeps occurring!!!! 6. Monitor and report policy non-compliance. 7. Review and update policies annually; include changes in annual training.

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How do you deal with repeat offenders or habitual violators of expense report rules?

1

2

3

4

5

6

7

1 Identify the problem

2 Communicate the rules

3 Escalate the issue

4 Follow up and follow through

5 Maintain professionalism and respect

6 Learn and improve

7 Here’s what else to consider

Administrative Assistance

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How do you deal with repeat offenders or habitual violators of expense report rules?

1

2

3

4

5

6

7

1 Identify the problem

2 Communicate the rules

3 Escalate the issue

4 Follow up and follow through

5 Maintain professionalism and respect

6 Learn and improve

7 Here’s what else to consider

Administrative Assistance

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