What is affidavit?
π From a travel expense management perspective, an affidavit is a written, sworn statement made by an employee to verify the authenticity of a claim or document when original receipts or supporting documentation are missing or unavailable. This statement is typically used as a last resort to substantiate an expense claim and ensure compliance with company policies and auditing requirements.
π Key Points:
Purposeπ‘ : To provide a legally binding declaration to support an expense claim when original documentation is lost or unavailable.
Content π : Includes details of the expense, such as the date, amount, nature of the expense, and an explanation of why the original documentation is missing.
Legal Statusπ§ββοΈ : It is a sworn statement, meaning the employee declares the information is true to the best of their knowledge under penalty of perjury.
Approvalπ : Subject to review and approval by the companyβs finance or compliance department to ensure it meets policy requirements.
Usage ποΈ: Typically used sparingly and only in cases where no other documentation is available.
Example:
π§Ύ An employee loses a receipt for a business meal. They submit an affidavit detailing the expense, including the date, amount, purpose of the meal, and attendees, explaining that the receipt was misplaced.
Benefits:
Accountability: Ensures employees are accountable for the expenses they claim.
Compliance: Helps maintain compliance with internal policies and external regulations.
Integrity: Provides a method to validate expenses even when documentation is missing, reducing the risk of fraudulent claims.
![Affidavit.gif](../../__attachments/1697972282/Affidavit.gif?inst-v=c572b828-95c1-41ba-b772-a9409322a5a9)
If you wish to take advantage of this functionality, we encourage you to reach out to your Company Administrator for the Mobilexpense application within your organization. π