Submit Original Receipts and Invoices

When billing your company for any work-related activity—whether travel, client meetings, or office purchases—always provide original receipts or invoices. This ensures transparency and speeds up reimbursement.

Use a Credit Card Instead of Cash

Whenever possible, use a credit card while traveling or making purchases on company time. It offers a secondary record via your statement, which can support your expense claims if physical receipts are lost.

Clarify Acceptable vs. Unacceptable Expenses

Before your trip or purchase, check your company's expense policy. What qualifies as reimbursable varies across organizations. Get clarification in writing if you're unsure.

Keep Costs Reasonable

Companies appreciate employees who show consideration for costs. Opt for moderately priced hotels, meals, or transport whenever feasible. A well-balanced expense report reflects integrity and good judgment.

Don’t Pad Your Expense Report

Adding illegitimate items or exaggerating costs might seem harmless, but it’s unethical and can damage your professional credibility. According to the American Marketing Association's Code of Ethics, honesty and transparency are central to professional conduct.

Even if you feel the company is being unfair in other ways, padding your report isn't the right response. Uphold your integrity.

Real Example: When Small Mistakes Become Big Issues

Jamal submitted an expense report with a $25 meal that lacked a receipt. Though it seemed minor, his manager delayed the entire report's approval until it was clarified. One missing detail held up $900 in reimbursements.

Before You Submit: Quick Expense Checklist

• ✔ Original receipts attached
• ✔ All entries clearly itemized
• ✔ Unusual items briefly explained
• ✔ Policy guidelines reviewed
• ✔ Total aligns with supporting documents

Explore More

Want more practical insights on professional conduct? Download our Business Etiquette Training Material Package. It includes editable slides, trainer notes, and real-world case studies.

You may also find value in our article on Complaint Handling Etiquette.