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How can you keep your expense management policies up-to-date?

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Expense management policies are the rules and guidelines that govern how employees can spend money on behalf of the company. They are essential for controlling costs, ensuring compliance, and preventing fraud. However, expense management policies are not static. They need to be updated regularly to reflect changes in the business environment, regulations, technology, and best practices. In this article, you will learn how to keep your expense management policies up-to-date and why it matters for your corporate finance performance.

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Guilherme Henrique .'.

Administrador, Perito Judicial e Consultor Empresarial

1 Assess your current policies

The first step to update your expense management policies is to evaluate your current ones. How effective are they in meeting your business objectives, such as reducing costs, increasing transparency, and enhancing employee satisfaction? How easy are they to understand, communicate, and enforce? How often do you encounter issues, such as errors, delays, disputes, or violations? You can use various methods to assess your current policies, such as surveys, interviews, audits, reports, or benchmarks. The goal is to identify the strengths and weaknesses of your existing policies and the areas that need improvement.

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Guilherme Henrique .'.

Administrador, Perito Judicial e Consultor Empresarial
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A política de gerenciamento de despesas pode nascer do or?amento estratégico, uma vez que neste pode contém indicadores de redu??o de custos e despesas. Logo se faz necessário um documento que será capaz de traduzir essa necessidade para os níveis mais baixos. A política deve ser, dentre outras qualidades, transparente e de fácil entendimento, pois muitas vezes será lida por pessoas com pouca ou nenhuma passagem em rotinas financeiras.

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Gabriel A.

Finan?as | FP&A dos Segmentos de Média e Alta Renda no Itaú Unibanco | MBA em Finan?as - USP/ESALQ
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Para atualizar as políticas de gest?o de despesas, é importante seguir os seguintes passos: 1. Avalie as políticas atuais: Fa?a uma análise criteriosa da eficácia das políticas em vigor, levando em considera??o a facilidade de compreens?o e a frequência de problemas encontrados. 2. Alinhe com a cultura organizacional: Certifique-se de que as políticas reflitam os valores e princípios da empresa, promovendo transparência e ética nos processos de gest?o de despesas. 3. Simplifique as políticas: Torne as diretrizes claras, objetivas e de fácil entendimento para todos 4. Adote a tecnologia: Utilize software e ferramentas digitais para automatizar e otimizar os processos de gest?o de despesas, tornando-os mais eficientes, á

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2 Align your policies with your strategy

The next step to update your expense management policies is to align them with your business strategy. Your policies should support your strategic goals, such as expanding into new markets, launching new products, or improving customer service. Your policies should also reflect your corporate culture, values, and expectations. For example, if you want to foster a culture of innovation, you might want to allow more flexibility and autonomy for your employees to experiment and learn. On the other hand, if you want to maintain a culture of compliance, you might want to have more stringent and standardized rules and procedures.

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Guilherme Henrique .'.

Administrador, Perito Judicial e Consultor Empresarial
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Primeiramente, ter uma política de gerenciamento de despesas clara e que todos consigam entender é o principal primeiro passo. Depois é necessário que os gestores de despesas dentro da organiza??o fa?am a ades?o da política e entendam o quanto ela está alinhada com o objetivos estratégicos da empresa. Nela devem conter al?adas de aprova??es para itens muito relevantes além de conter as exce??es descritas. Tal política deve ter seu rigor alinhado à cultura da empresa.

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3 Incorporate feedback and best practices

The third step to update your expense management policies is to incorporate feedback and best practices from various sources. You should solicit feedback from your employees, managers, and stakeholders, who are directly affected by your policies. You should also consult with experts, such as accountants, lawyers, or consultants, who can advise you on the legal, financial, or operational implications of your policies. Moreover, you should research and benchmark the best practices of other companies in your industry or sector, who have successfully implemented or updated their policies. By incorporating feedback and best practices, you can ensure that your policies are relevant, realistic, and reliable.

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Guilherme Henrique .'.

Administrador, Perito Judicial e Consultor Empresarial
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Importantíssimo após a política já estiver rodando, coletar feedbacks dos gestores das áreas. Esta comunica??o gera um grande potencial de aprendizado para quem administra as políticas da empresa uma vez que a percep??o de quem executa pode trazer insights relevantes sobre melhorias nos processos internos tornando os fluxos mais fluidos dentro da organiza??o, bem como uma organiza??o mais forte e com processos mais sólidos.

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Gabriel A.

Finan?as | FP&A dos Segmentos de Média e Alta Renda no Itaú Unibanco | MBA em Finan?as - USP/ESALQ
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Incorporar feedback e melhores práticas é crucial ao atualizar as políticas de gest?o de despesas. Busque opini?es de funcionários, gerentes e partes interessadas, consulte especialistas e pesquise o que outras empresas bem-sucedidas est?o fazendo. Assim, você garante que suas políticas sejam relevantes, realistas e confiáveis. Fa?a revis?es periódicas para acompanhar as mudan?as e comunique as atualiza??es de forma clara. Essa abordagem colaborativa e proativa garante políticas eficazes e adaptáveis às necessidades do seu negócio.

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4 Leverage technology and automation

The fourth step to update your expense management policies is to leverage technology and automation to simplify and streamline your processes. Technology and automation can help you reduce manual work, improve accuracy, speed up approvals, and enhance visibility. For example, you can use cloud-based software or mobile apps to capture, submit, and track expenses. You can also use artificial intelligence or machine learning to analyze, categorize, and validate expenses. Additionally, you can use integrations or APIs to connect your expense management system with other systems, such as accounting, payroll, or CRM.

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Gabriel A.

Finan?as | FP&A dos Segmentos de Média e Alta Renda no Itaú Unibanco | MBA em Finan?as - USP/ESALQ
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O uso da tecnologia e automa??o é essencial para atualizar as políticas de gest?o de despesas. Com o auxílio de softwares baseados em nuvem, apps móveis e recursos de inteligência artificial, é possível simplificar e agilizar os processos. Além disso, a integra??o com outros sistemas, como contabilidade e CRM, garante maior eficiência e visibilidade. Especialistas destacam que essa abordagem traz benefícios como redu??o de erros, aumento da conformidade e tomada de decis?es mais embasadas. é fundamental escolher as solu??es tecnológicas adequadas e oferecer treinamento para garantir uma transi??o bem-sucedida. Ao aproveitar a tecnologia e automa??o, as empresas podem otimizar a gest?o de despesas, economizando tempo e recursos valiosos

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5 Communicate and train your employees

The fifth step to update your expense management policies is to communicate and train your employees on the changes and expectations. You should inform your employees about the reasons, benefits, and goals of updating your policies. You should also explain the new rules, guidelines, and procedures, and how they affect your employees' roles and responsibilities. Furthermore, you should provide training and support for your employees to use the new tools, systems, or processes. You can use various channels and formats to communicate and train your employees, such as emails, newsletters, webinars, videos, or manuals.

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6 Monitor and evaluate your policies

The final step to update your expense management policies is to monitor and evaluate their performance and impact. You should measure and track the key indicators and outcomes of your policies, such as cost savings, compliance rates, employee satisfaction, or customer feedback. You should also collect and analyze the data and feedback from your policies, such as expense reports, audits, surveys, or reviews. Moreover, you should review and adjust your policies periodically, based on the results and feedback. By monitoring and evaluating your policies, you can ensure that they are effective, efficient, and adaptable.

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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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How can you keep your expense management policies up-to-date?

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1 Assess your current policies

2 Align your policies with your strategy

3 Incorporate feedback and best practices

4 Leverage technology and automation

5 Communicate and train your employees

6 Monitor and evaluate your policies

7 Here’s what else to consider

Corporate Finance

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