Warning Letter to Employee for Wrong Expenses Claim

In many companies, an employee can be reimbursed for limited expenses spent while performing his duties. Sometimes, he claims reimbursement for wrong costs, which he does not deserve. In this particular situation, an employer can write this letter.

Bearing such employees is a high risk for any company. Claiming the wrong bill is a sort of fraudulent activity done intentionally. It may lead straight toward termination from the job. But sometimes, considering the employee’s previous record, the company only warns the employee. So, in this situation, the employer can use this letter.

This warning letter can be used in the following situations when an employee;

Claims the wrong expenses bill during local or foreign official visits.
Claims wrong or false expenses incurred while he stays in a hotel.
Requests reimbursement for expenses that had never been spent to purchase some items.
Claims more expenses than incurred ones.

Instead of inquiring such an employee orally, it is always beneficial to write him a warning letter. First, it will be kept as a reference for further correspondence. Secondly, using letters instead of orally asking would help the process run smoothly.

Sample -1

16-05-20XX

Anderson
CEO Stars Marketing, Ontario.

Dear Jackson,

I am writing this warning letter to you regarding your official visit to [X] for professional development training. Upon arrival, you submitted expenses claim bills to the HR department for reimbursement. Per your claim, you were indicated to have stayed at the Grand Palace Hotel in Michigan.

You claimed an amount of USD 10,000, which was incurred instead of hotel bills, taxi fares, and return tickets. As a company’s CEO, I think you have claimed some exaggerated expenses because some of them do not seem to be considered company-related matters.

Upon verification through one of our representatives, it was clarified that a taxi was provided by hotel management for trips, and actual hotel expenses were USD 5,000, but you claimed double that. Claiming wrong expenses is a criminal offense, and its consequences can be disastrous for your job. Normally, an employee loses his job after committing such an offense.

Although submitting the wrong bills for the claim is a termination offense, keeping in view your performance, I believe that you must be given a chance to admit your mistake and rectify it. Consider this letter a final warning and ensure you will not involve yourself in such activities.

Regards,

Anderson.

File: Word (.docx) 2007+ and iPad Size 19 Kb | Download

Sample -2

Dear Julia,

This warning is being written to you after it was brought to my notice by your manager that you have involved yourself in fraudulent activity after claiming wrong expenses during your official visit to [X] from 01-09-20XX to 09-09-20XX. This is purely an integrity issue and indicates severe negligence on your behalf towards the organization’s moral values.

You must have kept in mind your responsibility as a senior manager before making such wrong claims. By doing so, you have just made yourself liable to severe and necessary disciplinary action. In a renowned organization like ours, such blunders usually lead to termination from a job as far as the severity of this action is concerned. Still, our top management wants to give you another chance, and you are now warned to avoid such illegal activities.

You are required to consider this letter as a final warning from our side. Moreover, submit us a written explanation when you receive this letter.