How do I stop a salesperson who uses their personal credit card to pay for work expenses?

Dear Aunty B,

I run a small telecommunications firm. One of my managers has alerted me to the fact that one of the sales team has been paying for business expenses on his personal credit card and then getting reimbursed.

This is despite the fact he has a business credit card which I have organised at great hassle. It only came to my attention because the staff member asked the manager to sign off on the reimbursement. As far as I can tell all the expenses are legitimate, so I presume it is just so he can get the frequent flyer points.

Any ideas on what I should do?

Please don't print my name

Toowoomba

Dear No Name,

Even if, as you suspect, your sales guy is making an innocent mistake you still need to step in here.

He is probably busying planning his next trip to Langkawi on the back of all your business purchases. You've set up a system for business expenses, so obviously your sales guy should use it so it is you on that trip drinking cocktails and relaxing by the beach rather than him!

Thank your manager for letting you know and then sit down with the sales guy and ask him why he has been doing this. If the explanation is as you suspect then just explain that to avoid confusion you want business expenses on the business credit card.

Now go and find your bookkeeper or accountant and give them a kick up the bum. It's their job to collar people, grill them about their expenses and make sure that THEY are on top of all accounts and know where every cent is spent. This gives you and your manager one less thing to worry about.

Now you can concentrate on your Langkawi plans.

Be smart,

Your Aunty B

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