What action should an administrator take when an employee incurs expenses on behalf of the organization?

When an employee incurs expenses on behalf of the organization, the appropriate action for an administrator to take is to request receipts to verify and reimburse the employee. This action is crucial for several reasons.

First, requesting receipts ensures that there is proper documentation for every expense. This is important for financial record-keeping and ensures that all transactions are transparent and can be accounted for during audits or financial reviews. It helps maintain financial integrity within the organization.

Second, by verifying expenses through receipts, the organization can confirm that the expenses were incurred for legitimate business purposes. This protects the company from fraudulent claims and ensures that funds are used appropriately.

Lastly, reimbursement can only be processed accurately once expenses are verified with supporting documentation. Without receipts, there is a risk that an expense may not align with company policy or might not even be valid, leading to potential financial discrepancies.

In contrast, ignoring the expenses or reimbursing without documentation compromises accountability and financial integrity. Requesting approval from the management team is also important, but it generally follows the verification of expenses rather than being the first step in the reimbursement process. Therefore, requesting receipts for verification is the correct and responsible action to take in this situation.