Everyday Workplace Policies

7. Expenses and Theft

Nip potential problems in the bud with clear policies about dishonest behaviour.

7.1 Lay down rules about the type and scale of business expenses employees can claim.

• What are the guidelines for meals, overnight accommodation and travel?
• What other expenses are allowable while out of the office?
• What can be spent on client entertainment?
• What restrictions are there on the use of a company credit card?

7.2 Emphasise that expenses claims will be checked. Make it clear that falsifying claims is theft and therefore a sackable offence.

• Insist on receipts as proof of expenditure (and for VAT purposes).
• All expenses should be signed off by the employee's line manager.

7.3 Take steps to prevent petty theft.

• Give one person responsibility for the most likely targets - stationery, stamps and use of the franking machine for personal post.
• Keep a detailed register of assets, including the serial number of each item and details of who is responsible for it. Decide what can be taken out of the office (eg portable computers) and any procedures that must be followed.
• Make it clear that police will be involved in investigating any valuable missing stock.