Reference no: EM133231075

Your task will be to prepare a memorandum based on the scenario provided below. As you work on the memo, keep in mind everything we have discussed so far about adapting your message to your audience, building goodwill, and making your writing easy to read.

Please read the scenario carefully. While you may not change anything in terms of the specifics of the scenario, you should omit information that is unnecessary, including any empty phrases and general statements. You may make up whatever is not mentioned but needs clarification. You may also add anything that would help build goodwill. Of course, you will need to use your own sentences to deliver the message since the scenario has been poorly composed on purpose. Do not copy the sentences from this scenario into your memorandum. Much attention will have to be given to the format of the memo, too.

Please note that your audience will not be happy about the news you are to deliver.

Your name is Amanda Tong, and you are the director of the accounting office at GreenMart. You need to inform the company's sales consultants about a new procedure that will be implemented on October 1, 2022. The sales consultants will no longer charge travel expenses on their company's corporate American Express cards. Instead, the travel approval forms will be used to prevent employees from misusing the cards by charging personal expenses on them.

This is a necessary change because, during major travel months, the expenses have more than doubled in the past two years (for the sake of this scenario, there has been no pandemic and the travel was happening as usual). In 20120, the expense average for the department was $19,500 per month. At the end of June 2022, the expense average for the department was $36,000 per month. During all of this time, transportation accounted for 30% of travel expense, food and lodging for 40%, and 30% for "miscellaneous" expense. Naturally, the main concern is the company's miscellaneous expense. Some sales consultants have been charging personal expenses to their corporate charge cards, and the accounting office had to follow up with these employees to recover the money. Some of them have been unable to pay in a timely fashion. Clearly, this has posed problems for the company.

When the members pick up their charge cards each year, they receive a copy of the company policy, which reads as follows: "You can use your corporate charge cards for travel and other business-related expenses during the year. You may not use your card for personal expenses, gifts, and personal travel."

The board of directors has come up with a new solution that will help bring down expenses as they revised the structural on travel and expenses. The board has voted to implement the following procedure and to recall all Corporate American Express Cards. The sales consultants must now submit a travel approval form with their estimated expenses to the accounting office 2 weeks before a trip. If approved, it will be returned to them a week before the trip. For all trips, they have to use personal credit cards and save all bill receipts for reimbursement. The general policy for reimbursement will remain the same (please see above). However, you should note that the employees might benefit from more detailed explanation of what constitutes travel-related expenses since they will now have to use their own credit cards while traveling instead of the corporate charge cards. The receipts and the approved travel approval form must be submitted to the accounting office within 10 days following any business trip for employees to be reimbursed.