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Travel and Expense Monitoring

CaseWare Monitor Applications


The solution provides organizations with immediate identification of non-compliant expenses before they are approved for reimbursement. Key components of the solution are automated notifications and workflow that can track all deficiencies as they occur as well as provide the assurance that they are being addressed in a timely manner.

IMPROPER CLAIMS AND EXPENSES

Duplicates

  • Identify duplicate claims across T&E and P-Cards (i.e. expenses charged as both an out-of-pocket expense and a card expense)
  • Identify the same claim across multiple employees’ expense reports

Airfare Claims

  • Identify costs outside of policy or costly late bookings
  • Identify whether appropriate seat class is used
  • Identify if the employee has refunded a first-class ticket for an economy and not refunded the balance to the company
  • Identify employees claiming to travel to multiple cities on the same day

Car and Gas Mileage

  • Match claims for personal vehicle usage and rental car for same time period
  • Identify instances where mileage claims were made for the same time period as car rental/gas/other transport
  • Compare mileage claims to distances reported

Lodging and Meals

  • Identify suites with multiple employees requesting reimbursement for the same room
  • Identify lodging expenses that are outside the norm (by location, month, etc.)
  • Identify returning home early and claiming to have stayed in a motel
  • Identify duplicate claims for meals (i.e. multiple persons, same day, same location)

Suspicious Expenses

  • Identify weekend and holiday purchases
  • Identify expense claims for periods when the employee is on vacation
  • Identify airfare payments/claims for which there are no corresponding hotel or meal charges
  • Identify travel and entertainment claims that never materialized (i.e. canceled airline tickets, seminars, conferences, conventions, tuition, professional dues)
  • Identify credits that have not been reported on an expense report but corresponding debits have been reported and reimbursed to the employee

Anti-Bribery and Corruption

  • Determine high-risk countries & locations (Transparency International)
  • Identify high-risk transactions (i.e. consulting fees, etc.) and/or high- risk personnel (i.e. government officials, agents, consultants, facilitators, etc.)

POLICY VIOLATIONS

Recording/Approval

  • Identify transactions authorized by same requester
  • Examine travel expense data to identify employees who consistently claim amounts just below approval thresholds
  • Identify potential non-reviewed approval of expenses

Disbursements

  • Identify potential split transactions to circumvent card limits (i.e. same or multiple employee(s), merchant and date)
  • Identify transactions just below approval limits (i.e. within X% of spend limits)
  • Identify transactions with missing receipts
  • Identify transactions made by ex-employees

PROFILING

Spend Profiling

  • Unusual increase in the cardholder’s average spend and/or highest spend amount
  • Identify patterns of unusually large T&E claims compared to employees in a similar role
  • Benchmark employee spend against peers

Vendor Profiling

  • Identify vendors with higher activity than others in same MCC
  • Identify vendors with high amounts and frequency to determine top vendors
  • Ensure no vendors are on the OFAC terrorist watch list

Expense Profiling

  • Identify average expense transaction sizes by business unit/division/ department to identify business divisions with high expenses.
  • Search for basic keywords and/or phrases in expense descriptions and reports to identify invalid claims

Areas of Applications , CaseWare Monitor



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