Employees who travel must be aware of travel and conference policy requirements and they must understand the consequences of the failure to meet these requirements. Your policy should specifically state what will occur in the case of improper claims for travel and conference expenses, including among other things:

• Denial of reimbursement to employees who do not submit required and appropriate documentation of expenses incurred sufficient to enable the proper audit of the claim for reimbursement.
• Denial of reimbursement for expenses incurred that are not actual and necessary and incurred in connection with the properly authorized official travel.
• "Set-off" of unreturned cash advances for conference expenses against an employee’s paycheck. General Municipal Law¹¹ requires that if an employee fails to return an excess cash advance, the employer must deduct the amount of the unreturned excess from the salary or other money owed to the employee.

¹¹ General Municipal Law, section 77-b (6)