Automating expenses is great for you, but what’s in it for your staff?

Some people embrace change, whilst others shy away worried about the impact this change will have on them. They want to know exactly what the benefits of the change are to them.

You may have read in the past about the benefits you and your organisation will realise through automating the expense management process and seen examples of how our customers have made savings and improved processes. Though it’s sometimes easy to forget about the other members of staff who will be using the system and how this will impact them.

If you’re looking to implement an expense management solution and are concerned about how your staff will react make sure you have the following at hand to help them understand the benefits and get them through the transition:

Claimants

• Staff can easily enter claims online and submit them more frequently; they don’t have to be in the office or even the country to submit their claim
• Faster claim form completion through intuitive screens and pre-populated drop down menus
• Clearer guidelines about what they can claim for and direct access to corporate travel and expenses policy
• Automatic mileage calculations ensure the correct rates are reimbursed; the system recognises journeys between home and headquarters as well as the different reimbursement rates for temporary transfers or on call emergency situations
• Minimise frustration for staff and managers through a reduced workload
• Automatic subsistence allowance calculations ensuring the correct rates are reimbursed
• Quicker processing means swifter reimbursement and a longer claim window to submit expense items
• Audit trail of where the claim is in the reclamation process, with automatic emails notifying claimants when the claim reaches each stage in the approval process
• Reports for P87 completion for reclaiming their tax relief on mileage
• Online help in the form of how-to videos and step-by-step walkthrough documents
• An accurate and immediate account of how much they will be reimbursed for their claim

Manager

• Claims are quicker and easier to approve
• Items outside of policy are highlighted to prompt closer inspection
• A deputy can be appointed to approve claims during holiday and absence periods, preventing the hold up of claims reimbursement
• Claim items can instantly be returned for amendment by the claimant, with the facility to give a reason for the return

If you do decide to purchase Expenses, our Professional Services team have Best Practise guidelines to help you through the implementation process, ensuring all your employees are happy and comfortable using the system.

To learn more about the benefits your organisation will realise with Expenses contact our Spend Management team:

Visit: www.expenses-software.com
Call: 01522 881300