Monthly Archives: March 2015

Congressman’s folly shows the importance of properly documenting expenses

The resignation of Representative Aaron Schock reminds us that submitting questionable expense reports can affect our future career prospects and even cost us our jobs. Politico’s summary of Representative Schock’s spending include reimbursement for 172,520 miles driven when his vehicle had less than half that amount on its odometer among other questionable expenses. The IRS’s record keeping requirements for mileage are fairly strict, requiring the employee to record the date, business purpose, destination, and number of miles driven for each trip. Clarcity believes in taking the record keeping a step further by recording the exact starting and ending addresses and every stop along the way. We believe that this is particularly important for employees such as Representative Schock who frequently drive long distances in the course of their jobs and whose reimbursement requests have a greater financial impact on their employers. (Representative Schock would have been reimbursed over $96,000 based on the 2014 standard mileage rate).

Fortunately, mobile technology has made mileage tracking easier than ever. The Clarcity app uses the phone’s GPS function to record the address of each stop along the trip and automatically calculates the driving distance. Employees are required to describe the business purpose for each trip and can easily add this information within the app. Cost centers can be assigned, miscellaneous notes added, and mileage billed back to a client as well. With tracking mileage this easy, there’s no excuse for anyone to end up like Representative Schock.