How to Make Travel Expenses Reimbursement Really Simple and Easy
Having a number of employees that are spending various amounts of money on a number of different projects, for example in connection with traveling, can be tricky. Not only do you need to know how much money they are spending, but also you need to know where this money is being spent and for what reasons. Not every company has the ability to just hand over company credit cards and let their employees go wild. Plus, this would be completely inefficient, as it would be very difficult to track and monitor. Well, if you have a number of employees that are incurring various expenses related to project work, traveling, etc., and you want to monitor these expenses, there really is not a better option available to you than using your time tracking software for this. Not only will this software easily allow you to approve expense, but it will also allow you to quickly reimburse your employees if they use their own money.
Easily Integrates With Microsoft Outlook
The very first and probably the most important thing that you need to know is that tracking your employees’ expenses will be easier than ever with the right time tracking software. This is because the best time tracking software will easily integrate with your Microsoft Outlook Calendar. This is a program that most businesses are already familiar with. In fact, there is a very good chance that you and your employees are using this as your primary calendar and email program right now.
This is also important because it means that you won’t have to waste valuable time and resources training employees on how to report expenses. Due to their familiarity with Outlook, they will adapt quickly to these new features.
Approve Expenses Quickly
When your employees are undertaking different projects for various customers there are always going to be unforeseen expenses that can arise. This can for example be in connection with traveling, where there might be expenses for mileage, hotel stays, etc., where the employees use their own money, and will then submit these expenses for approval, to be reimbursed afterwards. This is why having a proper travel expenses reimbursement system in place is so important.
The right time tracking software with support for reporting expenses, will make approving these expenses easier and quicker than ever.
Approving expenses really is fairly easy with time tracking software. All you have to do is open the software and from the main menu navigate over to the expense approval section. From this section, you will see a list of all your employees that are waiting to get expenses approved. Just click on the employee’s name and you will get a more detailed explanation of the expenses. Once you are done reviewing the expenses, you can simply hit the reject or approve button. However, that is not the only thing that you can do. You can also edit the expenses if there is an error for example. If you want to make adjustments or remove certain expenses before approving them, you have the ability to do so.
Keep Track Of Expenses With Reports
If you want to keep your company running like a well-oiled machine, you need to be able to track and monitor your employee’s expenses. You not only need to know how much they are spending, but you also need to know where they are spending your company’s funds. This is where daily expense reports can come in handy. With time tracking software, you can pull daily or weekly reports that will show you how much money your employees are using on expenses and where they are spending it.
However, reporting the expenses is one thing. When your employees have used their own money for company expenses, they should of course be reimbursed. With the right tool, you can easily generate a report as described above, and then convert this to a word template for reimbursement purposes.
This reimbursement document will list your user details, the expenses accrued and can also be signed by employee and manager, making this really easy for everybody.
Do Travel Expenses Reimbursement Quickly To Keep Employees Happy
Sometimes projects don’t always take place in the office. Sometimes employees or project managers need to leave the offices to get things done. And, there might be times when employees need to make purchases out of their own pockets. Of course, they aren’t going to care to do so as long as you are willing to reimburse them quickly. When you have a number of employees that are waiting for reimbursement for different projects things can get tricky. Not only will it be hard to keep track of who needs reimbursement, but also it will be hard to keep track of how much is owed to whom. The right time reporting software with support for travel expenses reimbursement can solve this very problem and make your employees happier.
When an employee is quickly reimbursed for their financial contributions to the project they will be happier and more productive.
The key is to make it as easy for everybody as possible. Therefor the right solution, will simply let you add expenses to your time entries, and you can then easily submit it for approval, and get your reimbursement done quickly and easily.
So when considering a solution for travel expenses reimbursement, make sure that your time reporting solution can handle this, and that you can report it via your Outlook calendar.
To see how to track Expenses with TSR, please click here…
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