Presented at BLUEPRINT 4D 2024
Session ID: P-028323

The IL Wage Payment & Collection Act (IWPCA) amended regulations now require employers to maintain the following records for three years:- All policies regarding reimbursement;- All employee requests for reimbursement.- Documentation showing approval or denial of reimbursement; and- Documentation showing actual reimbursement and supporting documents.Our project made the necessary changes in the system to make sure we keep a record of an employee’s expense reports as required: including the ones returned by approvers. Previously: they are being automatically deleted if they have been inactive for 30 or more days. We also removed the ability for employees to delete their own expense reports to ensure we don’t lose record of them.Another audit item we needed to address was the requirement of an expenses supervisor approval for all paid expense reports. Previously: employees who do not have an expenses supervisor set up in HR: can attach a signed copy of their expense reports to the submission. When Accounts Payable approvers do not see an electronic expenses supervisor approval in place: they can check attachments to make sure it has a signed approval from the supervisor. This manual process sometimes results in expense reports getting approved without the required supervisor approval which is an audit red flag. The project made the electronic supervisor approval required for all expense report submissions which cut down the time and effort for our Accounts Payable and also resulted in faster turnaround for reimbursement requests.