Clear instructions on an expense reimbursement form is key to ensure employees know how to fill it out correctly, reducing errors and delays. When instructions are unclear, employees may leave out required information or provide incorrect info and you’ll have to go back and forth or dispute.

For example, a form might ask for "expense details" without saying what that means. An employee might just put "dinner with client" without the date, location or purpose of the meeting. This lack of clarity will cause confusion or rejection of the reimbursement request.

To fix this, include specific instructions like: "For each expense, provide date, location, purpose and itemized amount. Attach receipt for any expense over $25". Clear language makes it easier for employees to follow the process and the company has all the info it needs for proper documentation and approval.

Defining reimbursable expenses on an expense reimbursement form will ensure employees know what expenses can be claimed and avoid confusion and disputes. Without definitions, employees will submit inappropriate expenses and you’ll have delays or rejections that could have been avoided.

For example, a form might say "submit business expenses for reimbursement" without saying what’s considered "business expenses". An employee will interpret that broadly and request reimbursement for personal meals during a work from home day, thinking it’s business related.

To fix this, explicitly list reimbursable categories like: "Eligible expenses include airfare, lodging, transportation (e.g. taxis or rental cars), meals during business trips. Personal expenses, entertainment or non-business related expenses are not reimbursable". Clear categories and examples will help employees make informed claims and comply with company policy.

Including all fields on an expense reimbursement form will ensure every claim has all the necessary info and minimize delays in processing. Without required fields, it’s hard to verify and approve expenses.

For example, a form might not have a field for "purpose of the expense" so the reviewer will be left without context. An employee submits a receipt for a $200 dinner but without saying it was for a client meeting, the expense could be questioned or rejected.

To fix this, design the form to include all the necessary fields like employee’s name, department, date of expense, category of expense, purpose, amount and receipt attachment. This will provide clarity and give the reviewer all the info they need to approve or query the claim quickly.

Having an approval process on an expense reimbursement form will ensure all claims are reviewed and approved before being processed, and maintain accountability and prevent errors or misuse. Without a clear approval process, unauthorized or questionable expenses will slip through.

For example, a form might collect expense details and payment info but not have a designated section for managerial approval. An employee will bypass their manager unknowingly and when the finance department questions the expense, there will be delays or disputes.

To fix this, include a field for the approver’s name, signature and date. Add a instruction like: "All expenses must be reviewed and signed by your immediate supervisor before submission". This will create a transparent process where managers can verify claims and only valid and approved expenses will be reimbursed.

Compliance with policies and laws on an expense reimbursement form will protect both the company and employee from legal and financial risks. A form that doesn’t comply with tax regulations or internal policies will result to audits, penalties or disputes.

For example, a form might say "any necessary expenses" without saying meals must adhere to IRS per diem limits for business travel. This will result to overpayment and tax complications for both the employee and the company during audits.

To fix this, match the form to tax regulations and company policies. Add statements like: "Meal reimbursements must not exceed $X per day, per IRS guidelines. Alcohol and personal expenses are not reimbursable". This will ensure compliance and help employees follow the rules and minimize errors and legal risks.