Expenses

About

  • We will reimburse expenses properly incurred in the course of your work, provided they are properly incurred. Any attempt to claim expenses in breach of this policy may result in disciplinary action.

  • All expenses (except mileage or round sum allowances) must be incurred prior to being claimed and be supported by valid VAT receipts. A valid VAT receipt will have the following:

    • The VAT number of the supplier

    • The amount of VAT charged and the rate

    • Description of the goods supplied

    • The name of the customer (employee or company)

    • Date of supply.

  • This may mean that you will need to ask for a “VAT receipt” rather than just a till receipt. Not obtaining a valid VAT receipt will mean that the company is unable to reclaim the VAT increasing the cost to the company by 20%.

Expense Allowances

  • Mileage: £0.45 per mile

  • Accomodation: Maximum £70 per night

  • Meal Allowances:

      - Breakfast £5, 

      - Lunch £5 

      - Evening Meal £10

Process

    • All expenses must me reclaimed using expend.io and will be reviewed by the Finance Manager. 

    • The detail on the expense claim must state the date, the purpose (and which client if appropriate) and the detail of each expense incurred. Where the expense includes VAT this should be separated out. Where the expense is for entertaining either a member of staff or client then the names should also be recorded e.g. 3/3/06 Mileage from St Davids to Birmingham to visit ABC plc for proposal 

    • Expense claims should be completed at least every calendar month and be submitted to the finance department within 5 working days of the month end.   

  • Manual Expense Claims

    • Send an email to your line manager with the information below. They will submit this information for approval from the Finance Manager. 

    • The detail on the expense claim must state the date, the purpose (and which client if appropriate) and the detail of each expense incurred. Where the expense includes VAT this should be separated out. Where the expense is for entertaining either a member of staff or client then the names should also be recorded e.g. 3/3/06 Mileage from St Davids to Birmingham to visit ABC plc for proposal 

    • Expense claims should be completed at least every calendar month and be submitted to the finance department within 5 working days of the month end.