From Accounts Payable to Employee
Clarifying policy on general expense accounts
From Accounts Payable or department head to employees
In an effort to reduce the expense of photocopying and storage of paper documents, the Accounts Payable Department would like to encourage all staffers to submit expense account forms in electronic form.
Here is our suggested method:
Scan all receipts as PDF files;
Store the PDF file in an electronic folder on your computer;
Fill out the online expense report located on the Accounts Payable Web site, and use the “attach” command to electronically append the scanned document to your expense account.
Please retain the original paper copies of all receipts until you receive confirmation from Accounts Payable that your expense report has been accepted and payment has been made. After then you should use a paper shredder to destroy the original.
Requesting details of expenditure for temporary workers
From Human Resources, department head, or Accounts Payable to employee
Regarding your July 14 request for payment of an invoice in the amount of $1,562 for data entry services provided by an outside vendor, we need the following sections of the Temporary Labor Requisition Form (CI-TLR) fully filled out: #2 Reason for Expenditure, and #5 Details of Competitive Bids Received.
Please feel free to contact me with any questions.
Requesting receipts for travel expense report
From Accounts Payable or department head to employee
We have received your expense account form for April and are missing several receipts for which you asked to be reimbursed. The missing items are highlighted on the attached form.
Please obtain copies of receipts for these expenditures and resubmit the form. If you cannot locate a receipt to cover the expenditure, please contact your credit card company for assistance in obtaining a duplicate.
Warning letter about expense account policies
From Accounts Payable or department head to employee
Please note that our corporate travel policy requires special approval for any per diem expenditure above $250 for hotel and meals.
On the attached request for reimbursement of travel expenses we note four days on which you exceeded this amount. Please discuss this matter with your supervisor and obtain approval for the indicated items.
Questioning element of expense report
From Accounts Payable or department head to employee
Regarding your May expense report, please provide an explanation of the charge in the amount of $124.67 for rental of formal wear in Chicago.
Please review the employee manual for a complete listing of our rules for allowable travel expenses.
Granting exception on expense report
From Accounts Payable or department head to employee
We have accepted your expense report for May and will be reimbursing you for the rental of formal wear on your recent trip to Chicago. Clothing costs are not ordinarily covered under our expense account rules, but we note this was associated with your representation of the company at the Awards Ceremony of the Midwest Widget Association.
Request to employee to obtain supervisor approval for expenditure
From Human Resources, department head, or Accounts Payable to employee
We have received your request for payment of an invoice for the hiring of six temporary workers from an outside accounting agency in preparation for our upcoming audit.
Before we can approve payment of the invoice, we must receive a Temporary Labor Requisition Form (CI-TLR) that explains the need for the expenditure and the request must be approved by a departmental manager or vice president of the company. Copies of the form are available on the Accounts Payable Web site.
Please feel free to contact me with any questions.
Disallowing expenditure on expense report
From Accounts Payable or department head to employee
Regarding the attached request for reimbursement of travel expenses, please note that corporate policy does not cover charges for in-room movies. We have deducted that amount from the reimbursement check that will be issued.
Notification of policies regarding petty cash
From Accounts Payable or department head to employee
We have received your request for reimbursement for petty cash expenditures for meals provided to members of your staff who were unexpectedly called upon to work overtime for a special project.
Please obtain approval, on the attached form, from your supervisor for this unscheduled expense.
Announcing end-of-year expense report deadline
From Accounts Payable or department head to employees
All employees are asked to file any outstanding expense reports by September 1 in order to allow processing and payment before the end of our fiscal year on September 15.
Department heads are reminded that expenses for the current fiscal year that are not reimbursed by September 15 will be deducted from next year’s budget; this may adversely affect your ability to stay within your plan.
From Accounts Payable to Third Party
Requesting provision of tax-exempt certificate
From Accounts Payable or department head to outside supplier
We have received your invoice for wood supplies and are processing payment. Please note that under state law we are exempt from paying sales tax on this purchase since we will be reselling the materials as part of a finished product. Attached please find a copy of our tax-exempt certificate for your records.
Requesting taxpayer ID or SSN
From Accounts Payable or department head to outside supplier
In order for us to process your recent invoice for services, please fill out the attached IRS form to indicate your personal Social Security Number or your company’s Taxpayer ID . Please return the form to Accounts Payable as soon as possible so that we can process payment as quickly as possible.
Questioning invoice from supplier
From Accounts Payable or department head to outside supplier
Regarding your June 21 invoice, number 6SJ7 in the amount of $14,231.12, we note a discrepancy between the bid received from your company and the purchase order we issued.
Our documents show that based on your bid we specified 2,000 pounds of pyrithione zinc at a price of $2,500 delivered. The invoice shows 2,200 pounds of the chemical were delivered, and a freight charge of $567 was added.
The purchase order we issued specifies that any discrepancies in quantities, quality, or additional charges must be approved in advance and that variances from the bid may result in rejection of invoices. Please provide an explanation for the discrepancy between the bid and invoice amounts.
Questioning prices from supplier
From Accounts Payable or department head to outside supplier
We have received your invoice (number 6SJ7, dated March 21) for provision of security services. The hourly labor price does not match the amount quoted on your bid for services.
I have attached copies of the bid and your invoice. Before we can make payment the amount of the invoice must be adjusted to match the bid, or we must receive an explanation for the discrepancy that is acceptable to us.
Offering apology for accounting error
From Accounts Payable or department head to outside supplier
I am writing to apologize for our delay in crediting your payment to your account. We have rectified the error.
Attached is a current statement that shows your payment.
Offering apology for delay in issuance of refund
From Accounts Payable or department head to customer or outside supplier
I want to apologize for the delay in issuing your refund check. We experienced a problem with our computer accounting system that resulted in a backup in issuance of payments.
We appreciate your patronage, and hope this sort of problem does not happen again.
Availability of electronic funds transfer for bill payment
From Accounts Payable or department head to customer or outside supplier
Effective June 1, Consolidated Intergalactic will be paying all bills electronically through our account at the Left Bank of Lumbertown.
We offer our vendors and suppliers two options:
• Electronic Fund Transfer. Funds will be transferred from our bank account to an account you specify, with payments scheduled to arrive on or before the business day nearest the due date for invoices. The EFT will include a code number keyed to the invoice or purchase order number.
• Electronic Checks. The bank will generate and mail to your Accounts Receivable Department a computer-generated check. Payments will be scheduled to arrive on or before the business day nearest the due date for invoice. Your Accounts Receivable or Accounting Department will be responsible for depositing the check in your account.
Please advise Consolidated Intergalactic’s Accounts Payable Department of your company’s preference for means of payment. If we do not receive instructions, we will make payment by electronic check.
Requesting early payment discount
From Accounts Payable to outside supplier
According to the contract we signed with your company for provision of waste disposal services, we are entitled to a 3 percent discount for payments made within ten days of receipt of invoices.
We have been making immediate payment and deducting 3 percent from invoices for the last four months, but the most recent statement from your company shows an outstanding balance in the amount of $1,232, which includes a 10 percent late payment fee.
Please remove the outstanding balance from our statement and inform your Accounts Receivable Department of the elements of our contract, which include the 3 percent discount for early payment.
Making second request for early payment discount
From Accounts Payable to outside supplier
I am writing again to insist that an improper outstanding balance be removed from our account with your company. According to the contract we signed with your company for provision of waste disposal services, we are entitled to a 3 percent discount for payments made within ten days of receipt of invoices.
We have been making immediate payment and deducting 3 percent from invoices for the last five months but the discount has not been credited against our account.
At this time we seek an immediate resolution to this problem. We are otherwise satisfied with your company’s service, but if our account is not adjusted by July 1 we will consider the contract to be breached, and will seek service from another company.
I look forward to a satisfactory response within five business days.