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Expense Group Example for Expense Reports

Review an example that shows how you can use expense groups to make entering expense reports more efficient and accurate.

Assume that in the past, your company relied on one person to review, modify, and post employee expense reports. Unfamiliar with certain project numbers, expense categories, or other expense report entries, this person was often overwhelmed. This led to late and inaccurate expense report submissions.

To alleviate this problem, your company decides to set up employee expense report groups based on departmental functions. You classify departmental functions into five groups and identify the employees who belong in each group.

  • Accounting (8 employees)
  • Administration (10 employees)
  • Executive (4 employees)
  • Project Management (12 employees)
  • Sales and Marketing (8 employees)

You identify one person from each group as the Group Administrator. This person is responsible for ensuring the timely and accurate submission of expense reports from all members of the group.

For best results, ensure that each Group Administrator:

  • Knows the employees in the group and how best to contact them when expense reports are due.
  • Knows the project numbers, expense categories, and other values that are appropriate entries for employees in the group.

By spreading the responsibility for expense report administration across your company, you improve the speed and accuracy of expense report submission, approval, and posting.