Petty Cash & Out of Pocket Expenses: Finding the Right Solution for Reimbursable Expenses

Businesses have a number of expense management options. Many involve manual processes, and can put employees in a compromising situation. What’s the best choice for a business that wants to maximize efficiency while minimizing work?

Option 1: Paying expenses out of pocket.

Who it hurts: Mid-level employees, new hires, recent graduates.

Unlike executives, mid- and entry-level employees typically don’t have access to corporate credit cards. Instead, they are often asked to pay out of pocket. While this may not be a problem for high-earners, it can create difficulty for many employees, such as recent grads. In today’s economy, many workers struggle with debt, and simply cannot afford to pay for an entire business trip upfront. They may be unable or unwilling to float major charges on their personal credit cards, and resent being asked to do so.

Option 2: Cash advances.

Who it hurts: Accountants and administrators.

Offering a cash advance to your employees will keep them from having to front their own money. Unfortunately, cash advances are also incredibly time consuming. The documentation and reporting process requires tedious, manual work from your accountants. This is particularly frustrating in busy departments bogged down by numerous requests, especially during complicated projects.

Option 3: Petty cash.

Who it hurts: Accountants and administrators.

Some businesses keep a petty cash drawer as an alternative to their check-writing system. While this does cut down on paperwork, petty cash expenses are hard to accurately track. Without a written record, you won’t know how much of the total amount was actually spent on business. Not to mention, petty cash is impractical for major expenses like airfare. As with cash advances, if the actual expense ends up being more than the cash provided, your employee may be forced to go out of pocket after all.

Is there a better solution?

PEX Card is a prepaid business card that replaces the need for cash advances or petty cash. Cards are kept at a zero balance so you can allocate or remove funds as necessary–all with the click of a button. All purchases appear immediately within Tallie so you can authorize and monitor employee spending in real-time.

Meanwhile, Tallie automates expense management from front to back. Our smart features automatically flag potential errors, duplicates, and policy violations. Tallie even learns to auto-categorize your expenses over time.

To compare:

Tallie-expense-reports-pex-card-value-chart

Want to learn more about Tallie’s integration with PEX Card?  If you have any questions or comments, feel free to reach out to our Product Expert team at support@usetallie.com or by calling 888-874-1118 Ext 2.

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