EXPENSE MANAGEMENT REVIEW

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--- POLICY COMPLIANCE ---
[ ] Was pre-approval required for this expense? (Yes, pre-approval was obtained, No, pre-approval was not required, No, pre-approval was not obtained)
[ ] Expense amount exceeding policy limit (if applicable)
[ ] Was the vendor on the approved vendor list? (Yes, No, Not applicable)
[ ] Was the expense within the per-person spending limit? (Yes, No, Not applicable)
[ ] Attach copy of pre-approval documentation (if required)
[ ] Explain any deviations from policy

--- JUSTIFICATION & 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 (Client Acquisition, Relationship Building, Contract Renewal, Team Building / Morale, Partnership Development, Other (Specify))
[ ] If 'Other' was selected for Primary Business Outcome, please specify.
[ ] Was this expense pre-approved? (Yes, No)
[ ] If not pre-approved, explain the circumstances and why.
[ ] Date of Planned Business Outcome (e.g., deal closure)

--- REASONABLENESS & NECESSITY ---
[ ] 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? (Yes, No, Not Applicable)
[ ] Describe why a more expensive venue/catering option was selected.
[ ] Number of attendees
[ ] Was a cost-effective alternative considered? (Yes, No, Not Applicable)
[ ] Explain the necessity of any add-ons or extras (e.g., entertainment, decorations)

--- ATTENDEE & GUEST APPROPRIATENESS ---
[ ] Guest Relationship Type (Potential Client, Existing Client, Partner/Vendor, Internal Stakeholder, Other)
[ ] Justification for Guest Attendance
[ ] Guest Role/Title (if applicable) (Executive, Manager, Team Member, Other - Specify in Long Text)
[ ] Detailed explanation of guest’s business relationship/reason for inclusion.
[ ] Was Pre-Approval Required for this Guest? (Yes, No, N/A)
[ ] Supporting Documentation (e.g., email confirming invitation, meeting agenda)

--- VENDOR SELECTION & NEGOTIATION ---
[ ] Was a competitive bid process used? (Yes, No, Not Applicable)
[ ] 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? (Yes, No)
[ ] Upload bid comparison sheet (if available)
[ ] Describe the vendor negotiation process.

--- DOCUMENTATION & RECEIPTS ---
[ ] 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 ---
[ ] VAT/Sales Tax Applicability? (Applicable, Not Applicable, Unknown)
[ ] VAT/Sales Tax Amount Claimed (if applicable)
[ ] Supporting VAT/Sales Tax Documentation (e.g., invoice)
[ ] Is this expense subject to withholding tax? (Yes, No, Unsure)
[ ] Tax Identification Number of Vendor (if applicable)
[ ] Notes/Comments regarding Tax Compliance (e.g., special exemptions)

--- TRAVEL INTEGRATION (IF APPLICABLE) ---
[ ] Was travel booked through approved channels? (Yes, No, N/A - No Travel Involved)
[ ] Total Travel Expenses (Flights, Hotels, Meals)
[ ] Were travel discounts (e.g., corporate rates) utilized? (Yes, No, Not Applicable)
[ ] 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 ---
[ ] Primary Purpose of Expense? (Hospitality - Relationship Building, Entertainment - Client Appreciation, Combination of Both)
[ ] Explain the Business Justification
[ ] Did this expense involve client entertainment? (Yes, No, Not Applicable)
[ ] 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? (Yes, No, Not Applicable)

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