Making Trip Expenses Easier to Record

[SuperCurriculaA]

I was wondering if anyone uses any kind of apps to track money spending by staff on residential trips? At the moment we have staff returning with 80 odd receipts that need accounting for.. is there an easy app that can help them keep a track/audit on what is being spent and for what purpose. For example, I want to know if the receipt for $20 was for 4 staff members breakfast.

Any help/advice or experience shared would be most appreciated.

[TechMonkey]

Excel spreadsheet and a camera?

[SuperCurriculaA]

If only it was that easy! We currently have a spreadsheet that is asked to be completed but it is ignored and a pile of receipts with post it's are handed over instead 🙃

[machy]

16 minutes ago, SuperCurriculaA said:

If only it was that easy! We currently have a spreadsheet that is asked to be completed but it is ignored and a pile of receipts with post it's are handed over instead 🙃

"Claim rejected please resubmit using the correct form" 

 

 

you could do this with MS Forms and Power Automate, 

Assuming whatever finance system you have doesn't do it 

[TechMonkey]

Yeah, if you let someone get away with not doing something, why would they do it? Needs backing from SLT and as machy says, no form no expense.

 

Our finance system can do expenses, I think taking a photo of the receipt and it works out the details for you, but the finance team hasn't turned it on yet so we are still using a spreadsheet.

[SuperCurriculaA]

It's me picking this up as our Finance team are passing the job, this is something they haven't got a handle on and have been doing for 10 years, but now I am in post, it is a job they cannot do, so I am trying to find an easier way. I have been looking at apps that staff can use while away to scan receipts and knowing how teachers hate admin, I thought this might be a happy medium?

[Davit2005]

2 hours ago, SuperCurriculaA said:

It's me picking this up as our Finance team are passing the job, this is something they haven't got a handle on and have been doing for 10 years, but now I am in post, it is a job they cannot do, so I am trying to find an easier way. I have been looking at apps that staff can use while away to scan receipts and knowing how teachers hate admin, I thought this might be a happy medium?

Suggest to finance that they could use MS forms with pictures as proof if they need support to get them started fine and leave it to them or you and any predecessor are going to be likely doing finances department job.

Edited March 2 by Davit2005

[TechMonkey]

2 hours ago, SuperCurriculaA said:

It's me picking this up as our Finance team are passing the job, this is something they haven't got a handle on and have been doing for 10 years, but now I am in post, it is a job they cannot do, so I am trying to find an easier way. I have been looking at apps that staff can use while away to scan receipts and knowing how teachers hate admin, I thought this might be a happy medium?

I think my issue here is they have failed to enforce their own rules for 10 years, so it appears they want you to be the big bad and enforce it for them. To turn the question round a bit, what about any system will work better if staff don't have to do it? No system will survive being ignored.

 

I would be pushing back and find out how any solution is going to be enforced as you could spend a lot of time, effort and capital on this for them to just keep accepting a pile of receipts and it all be for naught.