Expense Management Review Checklist
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Policy Compliance
Verify adherence to company hospitality expense policies, including spending limits, pre-approval requirements, and authorized vendors.
Was pre-approval required for this expense?
Expense amount exceeding policy limit (if applicable)
Was the vendor on the approved vendor list?
Was the expense within the per-person spending limit?
Attach copy of pre-approval documentation (if required)
Explain any deviations from policy
Justification & Business Need
Confirm that all hospitality expenses are adequately justified and directly support a legitimate business need.
Describe the Business Purpose of the Hospitality Expense
Explain how this hospitality expense directly contributes to achieving a specific business objective.
Estimated Value of Business Opportunity (e.g., Potential Deal Size)
Primary Business Outcome Supported by this expense
If 'Other' was selected for Primary Business Outcome, please specify.
Was this expense pre-approved?
If not pre-approved, explain the circumstances and why.
Date of Planned Business Outcome (e.g., deal closure)
Reasonableness & Necessity
Assess whether the expenses incurred were reasonable and necessary for the business purpose. Avoid extravagance or unnecessary luxury.
Meal Cost per Person
Total Alcohol Spend
Justification for exceeding standard meal cost per person (if applicable)
Was a competitive quote obtained for venue/catering?
Describe why a more expensive venue/catering option was selected.
Number of attendees
Was a cost-effective alternative considered?
Explain the necessity of any add-ons or extras (e.g., entertainment, decorations)
Attendee & Guest Appropriateness
Evaluate whether the individuals attending hospitality events are appropriate for the purpose and align with company values. Verify justification for guest inclusion.
Guest Relationship Type
Justification for Guest Attendance
Guest Role/Title (if applicable)
Detailed explanation of guest’s business relationship/reason for inclusion.
Was Pre-Approval Required for this Guest?
Supporting Documentation (e.g., email confirming invitation, meeting agenda)
Vendor Selection & Negotiation
Review vendor selection process to ensure fair market rates were obtained and competitive bidding was considered where applicable. Examine for potential conflicts of interest.
Was a competitive bid process used?
Number of bids received (if applicable)
Deviation from Market Rate (Percentage)
Explain any significant price deviations or justifications for selecting a particular vendor.
Was pre-negotiated rates used?
Upload bid comparison sheet (if available)
Describe the vendor negotiation process.
Documentation & Receipts
Confirm that all hospitality expenses are supported by proper documentation, including detailed receipts and invoices.
Receipt for Meal/Beverage
Total Meal/Beverage Cost (USD)
Brief Description of Meal/Beverage Event (e.g., Client Meeting, Team Dinner)
Invoice/Bill for Venue Rental (if applicable)
Total Venue Rental Cost (USD)
Description of Venue Use and Attendees
Supporting Documentation for Event (e.g., Meeting Agenda, Guest List)
Tax Compliance
Ensure proper handling of taxes related to hospitality expenses, including sales tax, VAT, or other relevant taxes.
VAT/Sales Tax Applicability?
VAT/Sales Tax Amount Claimed (if applicable)
Supporting VAT/Sales Tax Documentation (e.g., invoice)
Is this expense subject to withholding tax?
Tax Identification Number of Vendor (if applicable)
Notes/Comments regarding Tax Compliance (e.g., special exemptions)
Travel Integration (If Applicable)
If hospitality expenses are associated with travel, verify alignment with travel policies and potential bundled discounts.
Was travel booked through approved channels?
Total Travel Expenses (Flights, Hotels, Meals)
Were travel discounts (e.g., corporate rates) utilized?
Difference between standard rate and negotiated rate (if applicable)
Explain any deviations from standard travel policy (if any)
Upload Travel Itinerary
Entertainment vs. Hospitality Distinction
Ensure a clear distinction between entertainment expenses (which may have stricter rules) and hospitality expenses designed to build relationships.
Primary Purpose of Expense?
Explain the Business Justification
Did this expense involve client entertainment?
Approximate Number of Guests (including employee hosts)
Describe the activity/event itself. Was it primarily social or business-focused?
Was alcohol served at the event?
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