How are reimbursement disputes resolved during audits?
Short answer
Reimbursement disputes during audits are resolved by submitting complete supporting documentation—receipts, invoices, and transaction records—within audit deadlines, reconciling internal records against external statements to identify discrepancies, and maintaining clear approval trails that substantiate each claim.
On Ramp, reimbursement transactions capture receipts, memos, and approval history with audit trails that make it straightforward to provide documentation and resolve disputes quickly.
What causes reimbursement disputes during audits
Disputes typically arise when:
- Missing documentation: No receipt or insufficient detail to substantiate the expense
- Reconciliation mismatches: Internal records don't match bank statements or vendor invoices
- Policy violations: Reimbursements that exceed limits or lack proper approval
- Timing discrepancies: Transaction dates don't align with submission or approval dates
How to resolve disputes
1. Gather supporting documentation
Provide complete records for each disputed reimbursement:
- Original receipts showing vendor name, date, amount, and itemization
- Approval records demonstrating proper authorization
- Reimbursement payout confirmation, ACH transfer records, or accounting entries confirming payment
- Any correspondence related to the expense
Label each document clearly and explain how it supports your position.
2. Reconcile records
Compare your internal reimbursement records against external statements to identify the source of the discrepancy:
- Expected amount vs. actual amount
- Date submitted vs. date paid
- Approved amount vs. reimbursed amount
Document your findings with specific details about each variance.
3. Respond within deadlines
Audit dispute timelines vary widely depending on the auditor, regulatory body, and specific audit process. Missing response deadlines may limit consideration of your evidence or can result in an adverse finding.
Submit your documentation package before the deadline specified in the audit notice.
How Ramp simplifies dispute resolution
Ramp's reimbursement workflow builds audit-ready documentation into every transaction:
- Receipt collection: Employees submit receipts with reimbursement requests, and Ramp prompts for missing documentation when required during the submission and review workflow
- Approval trails: Every reimbursement includes timestamped approval records showing who authorized the expense and when
- Policy enforcement: Automated checks flag out-of-policy requests before approval, reducing disputes from policy violations
- Reconciliation tools: Ramp syncs reimbursements to accounting records and maintains audit trails for review
- Complete audit histor: All receipts, memos, approvals, and edits are stored with timestamps and accessible in one place
When an auditor questions a reimbursement, you can pull the complete record—receipt, approval chain, policy compliance check, and payment confirmation—directly from Ramp.
Best practices
- Enforce documentation requirements: Require receipts and business purpose for all reimbursements before approval
- Reconcile regularly: Review reimbursement records monthly to catch discrepancies before audits
- Maintain segregation of duties: Separate the roles of those who submit reimbursements, approve them, and reconcile accounts
- Document dispute resolutions: Keep records of how each dispute was investigated and resolved
- Set clear policies: Define reimbursement limits, eligible expenses, and approval requirements in writing
Organizations with structured approval workflows and automated documentation requirements experience fewer reimbursement disputes and resolve them faster when they do arise.
Related questions
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