So I think we all know by now that the best practice is to not do a rush check to begin with. But when the sudden emergency pops up and the need is there what can we do? Even worse, what can be done when it becomes a common practice to ask for rush checks? Here are three tactics that would work to stop these bad habits:
1. Charge a fee to process a rush check.
This signals that rushed checks are costly to the Accounts Payable department and the price will now be charged to the requestor. Doing this also adds a hurdle to a process that was probably too easy (that is why they keep requesting checks at the last minute because it is so easy).
2. Create a form and approval process.
Accounts Payable can only process a rushed check request if the "Rushed Check Request" form is filled-out and signed by a manager. This again adds additional hurdles (finding the form, filling it out, and getting a manager to sign it). This step also brings the bad habit to the attention of management, which may have been unaware. In turn, increasing management awareness can reduce the risk of fraud.
3. The employee should pay with a company credit card and then add to an expense report.
This gives the employee an alternative to a rush check, that will be easier than filling out forms, getting approval, and paying a fee. Typically, the more steps added to a process, the least likely someone will want to go through with it. The reverse it true, If you want more participation in a process, you need to streamline it (and reduce unnecessary steps, or remove the hurdles).
Which of these steps sounds like the best idea? What other ideas have you heard being used to reduce rush checks?