You can save more with less

expenses is trusted by thousands around the globe to process employee expenses claims, enabling you to streamline how you manage your employee’s business expenses.

The following actions could help you and your colleagues save time, maximise cash flow and positively impact the environment.

1. Use online conference facilities
   Applications like Skype and WebEx can drastically reduce the amount of time employees spend out on the road, resulting in a reduction in fuel bills, less emissions used through travel and an increase in productivity levels.
   
   
2. Analyse spend trends
   Using an automated online solution like expenses gives you real-time access to monitor and review spend patterns and you can even see where people are over spending or use it to introduce new policies that weren’t originally in place.
   
   
3. Spot mileage discrepancies
   When employees go out on the road there is a chance of error when recording mileage. Either employees forget to track their actual mileage or fudge the figure to receive a higher amount in return. expenses has implemented a new system that allows users to enter in the postcode of the start and end locations, which then automatically calculates the distance travelled. Thus negating the need to track and record mileage and removes the opportunity for users to enter an incorrect figure.
   
   
4. Maximise VAT reclamation
   With the fear of a dreaded visit of an officer of HM Revenue & Customs taking a closer look at your records, and because of the complexities surrounding the reclamation of VAT on business expenses, many companies will reclaim the minimum VAT or choose not to claim at all for fear of penalties, fines and interest charges. With an automated expenses solution the risks of mistaken reclamation of input tax and the dread of a visit are reduced.  Software Europe are also on-hand to offer advice* on what you can and can’t reclaim and have implemented procedures to help you regain as much VAT as you’re entitled to. *
   
   
5. Create a virtual paper trail
   Many man hours and resources are spent completing expense forms, waiting for approval and posting them to the finance department, who then have to re-key all the relevant information into the finance system. With an online solution the repetitive information, such as employee name, and payroll details are already in the system, the employee simply completes the expenses information and hits submit.

   The expenses claim moves smoothly through the process, resulting in an automated, integrated, and streamlined process that keeps the employees better informed and helps manage the finance procedures more efficiently.

*Disclaimer: Whilst every care has been taken in this production, no responsibility can be accepted for any action undertaken or refrained from as a consequence of this material. This information is for general guidance only. Specific professional advice should always be obtained based on personal circumstances.

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expenses - A user friendly & intuitive solution

“I find the expenses system an absolute delight to use!  Having spent years working with paper based systems and attaching receipts, this electronic alternative is much simpler, speedier and more user friendly!” expenses Claimant

Find out how expenses can be configured to your employee and company related expenses needs >>

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Ask the advisor:

Should I record the date the expense was purchased or should I record the date the expense occurred?

In the instance where you purchase an expense item in advance, for example a train ticket or a flight the date that should be recorded is the date the expense occurred, not the date the ticket was purchased.

1) You are then able to reconcile the expense with other expenses that occur at the same time
2) This prevents a potential duplicate claim of an expenses item purchased on the day of travel, or a cancelled ticket being submitted

Clarification was sought through HMRC due to unclear referencing in the employers manual: HMRC - Expenses and benefits record keeping.

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