Review employee expense reports against our expense policy
Checks expense reports line by line against policy and tax rules, then drafts clear, consistent responses for rejections.
The prompt
Help me review employee expense reports against our expense policy.
Our expense policy: [PASTE relevant sections - per diems, meal limits, travel class, alcohol, mileage rate, receipt thresholds, approval rules]
Expense reports to review: [PASTE - employee, date, merchant, category, amount, receipt Y/N, business purpose, attendees]
Country/state: [LOCATION - affects tax treatment of reimbursements]
For each line:
- Check receipt requirement, limits, allowed categories, and that the business purpose and attendees are stated.
- Flag duplicates (same amount and merchant on two reports or two employees), personal items, split charges that avoid a limit, weekend or vacation-date expenses, and mileage that looks inconsistent.
- Flag items that may need special tax treatment (e.g. entertainment vs. meals, gifts, items that could be taxable to the employee) as [CONFIRM TAX TREATMENT].
Return:
1. A table: Employee | Line | Amount | Issue | Policy section | Recommended action (approve / approve with note / reject / need info).
2. Totals: approved, rejected, on hold.
3. Short, polite messages to each employee with a rejected or held item, citing the policy section.
4. Policy gaps: rules that were unclear or missing, with suggested wording.
Apply rules the same way to everyone, including senior staff. A flag is not an accusation - ask before assuming misuse.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Finance & Accounting prompts
What to fill in
- LOCATION - affects tax treatment of reimbursements
- CONFIRM TAX TREATMENT
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
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