How do you handle final expense reports for employees that are immediately terminated, but still have expenses to submit?
First, HR sends me anyone with volunteer terminations. I send a message at that time to submit before termination and copy in their manager. Also, follow-up the day before.
We have a checklist that is verified when they leave. If they don't submit, my Expense Auditor processes the expense and manager must approve. We don't accept anyone sending expenses for reimbursement once they have officially been terminated.
For terminated employees with outstanding transactions, our company card admins will transfer the expenses to their manager or another user within the department who can reconcile on their behalf. Our departments will let the admins know who to transfer outstanding charges to when completing the form to close/cancel their company card.
We contact the manager and ask them to identify an employee to set up as a delegate.
It is often difficult to get them to take action. Sometimes we end up reconciling them ourselves.
We contact the manager to find out where to code the outstanding credit card charges and then we code and submit them.
We only submit the out of pocket expenses if within 30 days of purchase.
Our expense processors contact the term'd employee's supervisor and they work together to process the outstanding expenses. Sometimes I'm involved (concur admin) , if the employee is already terminated in the Concur system in order to reactivate the account, delegates, etc.
We have also implemented a process where as part of the exit process the employee must submit their final expense report (prior to termination). If they don't, their exit will be incomplete and will delay their final paycheck. That has addressed the issue 99.9% of the time.
Who doesn't want their last paycheck ASAP?
Upon termination meeting with mgr or HR, they are given a paper final expense report to submit with receipts and we create the final report for the mgr to approve and then pay out. Employyes have also scanned them over and we attach the entire scan to the report.
We received a daily file from HR of all terminated employees. We review these to determine if they have a corporate card, any balance and any outstanding transactions in Concur. If there are outstanding transactions, we work with the manager to determine if these are business or personal and help to complete the final expense report for the employee. This is then routed to the manager for approval. For any personal amount due, we work with payroll to deduct from their final paycheck.