Expense Report Review for Reasonableness
Check claims against policy, not people.
Added October 15, 2026. Written with AI assistance and checked for clarity and placeholders; not reviewed by a lawyer, accountant, clinician or other professional. How these prompts are made
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[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it (what [VERIFY] means).
Review an expense report. Line items with date, amount, category, receipt status and business purpose: [EXPENSE_LINES]. The expense policy: [POLICY]. Travel or event context: [CONTEXT]. Check arithmetic, duplicates, missing receipts, weekend or unusual dates, amounts above policy, categories that do not match the purpose, and currency conversion. Use neutral language and treat anomalies as questions. Return a table with Line, Issue, Policy reference and Question for the claimant, a summary of totals by category, and an approval recommendation for the approver to consider. Tax treatment is [VERIFY] with an accountant. Also draft two neutral queries to the claimant that ask for context without implying wrongdoing, and note which items would be acceptable with a written explanation. Then prepare the follow-up process and the policy improvements. Draft the message to the claimant asking for missing receipts or context, in a courteous tone and with a deadline. Provide a decision table for approving, approving with a note, returning for correction, or escalating, based on the findings. Identify policy gaps that created the ambiguity, such as meal limits or mileage rules, and propose clearer wording. Suggest a sampling approach for reviewing future reports, so that review effort is proportionate, with a higher check rate for large claims. Add a short guide for claimants on what makes a clean report. Explain how to record decisions and keep the report with receipts for the required period. Tax and record-keeping rules are [VERIFY] for [JURISDICTION], and suspicion of misconduct should be handled by the proper person using the proper process. Be explicit about what this review cannot see, such as supporting documents and source records, and mark conclusions as provisional. Tax, accounting and lending rules are [VERIFY] for [JURISDICTION]. Close with a few lines on how to prioritise if resources are cut in half, naming what to do first, what to postpone and what to drop altogether.
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