At a time when compliance and cost control are essential, training employees in spending policy is becoming a key challenge for companies. As well as simply presenting the rules, the aim is to ensure that they are properly understood and adhered to, in order to prevent the risks of fraud and non-compliance.
1. Raising awareness of the challenges of compliance and cost control
The first step is to clearly explain why the business expenses policy exists and what the risks are if it is not followed :
- financial penalties for the company,
- impact on reputation,
- loss of confidence, etc.
It is important to stress that this policy aims to protect both the company and its employees.
Example : Organise a presentation highlighting the consequences of poor management of business expenses, such as a tax reassessment for the company or disciplinary action for the employee. Also explain how good expense management contributes to the company’s financial health and the achievement of its objectives.
2. Present the spending policy in a clear and accessible way
The spending policy should be written in a clear, concise and accessible way. Avoid legal jargon and use concrete examples to illustrate the rules. Make visual aids (diagrams, videos) available to facilitate understanding.
Example : Create an expenses policy guide, with concrete examples for each type of expense (travel, meals, office supplies, etc.). Use comparison tables to show the different spending limits depending on the item or type of trip.
3. Organise training adapted to different profiles
Training courses should be tailored to the different profiles of employees (sales staff, managers, support functions, etc.) and their specific needs. Favour interactive formats: workshops, case studies, quizzes, etc. to encourage commitment and memorisation.
Example : Offer practical workshops on how to fill in an expense claim correctly, using the company’s software. Organise role-playing exercises to simulate typical situations: advance payment of expenses, travel orders, mileage, etc.
4. Integrate training as soon as you join the company
The expenses policy should be presented as part of the onboarding process for new arrivals. This ensures that they are quickly made aware of the rules and that they have the right reflexes from the start of their time with the company.
Example : Include a training module on spending policy in the induction programme for new employees. Give them the spending policy guide and offer them a dedicated point of contact to answer any questions they may have.
5. Communicate regularly and transparently
Communication around the expenses policy must be regular and transparent. Use different channels (intranet, e-mails, team meetings) to remind employees of the rules, inform them of changes and answer their questions.
Example : Send out regular newsletters to remind people of the key points of the spending policy and inform them of any updates. Organise QA sessions with finance teams to clarify any grey areas.
6. Set up control and monitoring tools
Deploy expense claim management tools to make it easier to track expenses and detect any anomalies. These tools also save time and improve team productivity.
Example : Deploy an online expense report management solution, enabling employees to submit their expenses in real time and managers to validate them quickly. Set up alerts if expense limits are exceeded or procedures are not followed.
In conclusion, training employees in business expenses policy is a worthwhile investment for the company. It helps prevent the risks of fraud and non-compliance, while fostering a culture of accountability and transparency.
