What to put on a branch claim form before the sample arrives

When we open a claim pack at an outlet, missing fields create exceptions even when the spending itself was reasonable. A form that asks for the right details before approval saves clearing time later.

Fields that matter in practice

Ask for the business purpose in one short sentence, the attendees or beneficiaries, the outlet code, and the approval name — not only a signature scrawl. For catering, require the vendor name as printed on the invoice, not a nickname used on the WhatsApp thread.

Threshold splitting shows up when two claims on the same day share a vendor and sit just under the approval limit. A form that asks “related claims today?” does not stop splitting, but it gives reviewers a place to look.

Attachments

Illegible photos of thermal receipts are common at busy F&B counters. Require a second photo of the vendor header, or a counterfoil, when the total exceeds a stated amount. Managers resist the extra step until the first exception schedule lists twenty unreadable slips.

After a sample

If your last review found duplicate catering claims, add a vendor-and-date check to the form rather than a longer policy essay. Forms change behaviour faster than memos when branch managers are mid-service.