Expense Report Error

[Jnn21smilz]

We have a 100.00 limit for sympathy flowers.  When I did the order 1-800-Flowers made an error and processed a second transaction for 119.00.  Since it is over the approved limit my boss cannot approve it because it will not allow her.  It is wanting her to expense the 19.00 as personal and that would mean she would be paying for the error out of her pocket.  What can I do?

[KevinD]

@Jnn21smilz because the expense was an error and you have received a credit to zero out the mistake, I would just change the expense type from Employee - Condolence/Sympathies to maybe Business Related - Other. That way the limit rule likely will not apply. 

[Terri54]

Hello KevinD!  I realize this post is a few years old, but your response confused me a bit.  I don't know if each company has different Expense Types, but our company does not provide the options you mentioned (Employee - Condolence/Sympathies and Business Related - Other).  We also have a $100 limit on flowers -- which, if you buy flowers these days, is almost impossible to meet if you want something decent!  I've been told to use the "Gift to Employee" expense type (which also has a limit) and to specify in the comments that it was for a funeral, hospitalization, new baby, etc.  The Miscellaneous expense type has long been removed from our options.  How can our company get the two options you mentioned?  

[KevinD]

@Terri54 the two expense types I mentioned were specific to that person's company. Each company determines the expense types their employees will use, which means your list of available expense types will be different from other companies. 

Maybe what you can do is when you make the purchase, ask the florist to do two charges, each being under the $100 limit. Be sure to get a receipt for both charges. 

Now, before doing this, I would suggest getting approval from your manager that it is okay to do this. Unfortunately, the $100 limit is a hard stop and will not be allowed. As for getting two new expense types created, unless this is a situation that will happen often, I wouldn't recommend adding new expense types for a possible one-off situation.