Updated Expense Claim Process

Some important things to emphasise (and have been added to the process notes):

- A VAT receipt MUST be included (where possible). Without this, the input VAT cannot be reclaimed and there is a risk the expenses may not be reimbursed. A booking confirmation should not be used as a receipt.

- The exception to this is for MILEAGE - we do NOT require a petrol/diesel receipt anymore.

- Please ensure copies of receipts are clear and all relevant details can be read.

- All claims must be submitted within 30 days of the expenditure.

- When travel is considered necessary, the cheapest form of travel should be used, and if using a car, car sharing where possible.

- Line Managers, please ensure the claim is in line with policy before approving, or, if there are specific circumstances where a claim is above policy, that sufficient detail is included within WebExpenses to reduce the risk of the claim being rejected.

Tips For Using WebExpenses

A few common issues we have come across over the last year to draw your attention to:

- When including a return journey by car, just tick the ‘return’ box rather than putting 2 claims through for there and back.

- When on a trip, no need to submit a new claim for each item - several items can be put on one claim.

• E.G. breakfast, lunch, dinner & travel costs for that trip can be included within one claim.

• You should submit separate claims for each trip.

- Different expenses must be claimed on separate claim items.

• E.G.  5 parking receipts for Redditch can be one item, but bus and tube expenses must be detailed separately.

-  For travel expenses, please ensure the correct category has been selected. Only use ‘Travel – other’ as a last resort.

- Also check Claim Type (E.G. select Conference for Conference claims!)

Full WebExpenses Process Notes

- For full WebExpenses Process Notes, please click HERE

Full Travel & Expenses Policy

- For full Travel & Expenses Policy, please click HERE

Knowledge Library

- The above 2 docs can also be found on Workplace in the Knowledge Library > Expenses > WebExpenses Process Notes