Expenses Policy

Policy purpose and scope

The Company acknowledges that its employees may incur expenses in the carrying out of their role. This document sets out the Company’s stance on the scope, authorisation and reimbursement of those expenses.

Expense claims must be supported by full and accurate details of the expense and receipts to evidence expenditure. In addition, claims will only be processed where the Company considers the employee’s expenditure to be reasonable and necessary.

Misuse of the Company’s expenses policy is considered to be a disciplinary offence under the Company’s disciplinary procedure which may result in the employee’s dismissal.

Employees are encouraged to consider the necessity of all costs and expenses incurred as all purchases and expenses submitted affect project and business profitability. Should you have any queries regarding an expense purchase, please discuss with a Company Director in advance.

Types of expenses

Noted below are the most common types of expenditure for which the Company will reimburse the cost. The cost of other expenditure may also be reimbursed, however, it is requested that employees always seek agreement for large or unexpected expenses from a Company Director before purchase.

Travelling expenses

Employees should:

• Consider whether travel is necessary or whether the task could be completed by telephone or video conference

• Choose the most cost-effective methods of travel

• Consider whether travel expenses can be re-charged to clients against a project

Road Travel

When travelling by road for the purpose of business, the employee should endeavour to use a hired vehicle through the Company car hire account. Should this not be possible or practical, use of personal vehicles should be approved by a Company Director.

When using personally owned vehicles for business purposes, the employee must ensure the vehicle is legal and roadworthy and the employee must have relevant Business Use car insurance, providing the Company with a copy of the insurance document every 12 months.

Whether driving own or hired vehicles, the employee should operate the car at all times in accordance with road traffic laws, including, but not limited to, laws prohibiting speeding and the use of mobile phones when driving. The employee should not drive when tired, taking necessary rest to preserve their own and other road users safety.

The employee is responsible for the payment of all fines incurred for traffic offences and parking fines and should notify a Company Director of any accidents involving the car whilst driving for business.

It is the employee’s responsibility to immediately inform the Company if they are convicted of a driving offence or disqualified from driving.

Car mileage

Business mileage against use of own vehicles may be claimed at prevailing HMRC rates with production of a VAT fuel receipt dated within the month mileage is claimed. Fuel for all business mileage must be purchased and claimed back through personal expenses, not using Company credit cards.

There will be no reimbursement of home to office mileage and return unless it is necessary for an onward journey for company business.

Rail and air travel

Where such travel has been agreed and it is necessary to undertake travel by rail or air, any travel paid direct by the employee will be reimbursed through the expense claim process, for which a receipt must be provided. In normal circumstances, such travel is to be booked through the most cost efficient travel provider, for example direct with airlines, Expedia, Booking.com, Trainline.com or using the Company account with Corporate Traveller.

When travelling by rail or air, standard or Economy Class travel should be selected. Paid seating selection should be avoided unless necessary and paid luggage allowance should be only be used on trips of a duration of 3 days or more or where there is a business need.

The purchase of onboard food and drinks should be kept to a minimum and employees should be aware that at all times they are a representative of the Company. Alcohol should only be consumed in moderation.

Parking, road tolls, underground, taxi and bus fares

Parking, road tolls, underground, taxi and bus fares will be reimbursed, but usage must be appropriate, cost effective and supported by receipts. Expenses incurred when travelling from home to the office will not be reimbursed.

Accommodation and allowances

Overnight accommodation will only be approved when significant travel has to be undertaken and will only be authorised in respect of overnight, early morning or overseas work.

Where overnight accommodation is authorised and booked, this should take the form of hotels or privately rented rooms or apartments directly or through services such as Expedia and AirBnB. Accommodation should be clean, safe and well located for the purpose of the stay, however employees should use their discretion with regards to cost. The reasonable cost of meals and drinks will also be reimbursed but must be supported by a relevant receipt.

Client/Staff entertainment & Gifts

Where employees entertain or purchase gifts for clients or other staff members, the Company will reimburse costs on production of receipts via the expenses procedure. Client and staff entertainment and gifts budgets should be agreed in advance.

Credit card

Company credit cards are to be used for business purposes including but not limited to reasonable travelling expenses, reasonable accommodation costs and client and staff entertaining expenses.

For any purchase made, all receipts including VAT receipts, should be provided within 5 working days of the date on which your account statement is received.

You are not permitted to use the Company credit card for personal use. Any unauthorised personal transaction via your Company credit card will automatically be deducted from your next salary payment, as per the written term of your contract of employment.

When using a Company credit card you are an ambassador of the company therefore you should deal with all transactions courteously and professionally.

On termination of employment, your Company credit card should be handed in to a Company Director on your last date of employment along with receipts of any purchases made in the current statement month.

If at any time cash or foreign currency is required for business purposes, please arrange this in advance of your trip with Laura Templeton-Cox or Rachael Butler. We hold petty cash of Euros, Swiss Francs and Swedish Krona. Other currencies can be ordered but require 5 working days notice.

Phone calls & mobile data

Company mobile phones are provided to you in order for you to fulfil your duties professionally and efficiently. The mobile phone provided does not belong to you. It is to be used strictly for business purposes, only except in the case of an emergency.

We reserve the right to monitor Company mobile phone & data use to ensure compliance with our policy and any personal use will be recharged back to you.

Where available, wifi and non-charged methods of calling and data use such as Skype and Whatsapp should be selected.

Sundry & Project expenses

Purchases made for client projects or Company use, such as installation or office supplies, should be done with consideration of the cost to the business. Such purchases should be reasonable and cost effective as these affect the project and business profitability.

Expense claim procedure

Claim forms are available to all employees through Synergist. Employees should submit the completed form, including receipts, via Synergist for authorisation within 5 working days of the end of the month. The claim will then be processed and claims submitted and approved will be paid in arrears directly into the employee’s bank or building society account.

Original receipts should be retained until your expense claim, for either Company credit card or personal expenses, has been approved and paid.

Policy last updated: January 2020