# 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.

- Topic: Finance & Accounting
- Framework: RTF
- Level: Standard
- Tags: HR & Hiring, Finance, Analyze, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/review-employee-expense-reports-against-our-expense-policy

## Prompt

```text
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.
```

## What to fill in

- LOCATION - affects tax treatment of reimbursements
- CONFIRM TAX TREATMENT

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