Comprehensive Expenses Management System
Tightening Controls
With 68% of organisations reporting that more than 10% of expense claims fall outside their corporate T&E policy, there is a real need for tighter control over fraudulent expense claims.
Furthermore, if 100 employees over claim just 10 miles each week,
and the
policy is 40p per mile, your employees are over claiming £20,800 per year.
Corporate T&E Policy Implementation
Implementing expenses will decrease the cost of claims by up to 15%, as employees are more vigilant, and management is more effectively controlled.
To help you manage policy compliance, expenses includes a range of predefined standard reports:
- Date Specified Spend
- Departmental Costs
- Employee Expenditure
- Spend by Expense Category
- Exception/Fraud Alerts
- P11d & PSA Data Collation
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- Corporation Tax (entertainment)
- Mileage/Odometer Review
- Security/Audit Trail
- Budget Forecasting/Accruals
- Duplicate Expenses Claims
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expenses performs several checks on the information that is entered by the claimant and where a policy violation occurs, the expense item carries an alert flag throughout the approval process - claimant, Line Manager, Finance Team - ensuring that all parties are aware of the exception.
Simply click on the compliance area below for more information:
Predefined Limits
Each item on the system that can be claimed by a user can have separate limits with and without receipts. If these limits are exceeded the system can either disallow the item or produce a flag notification, which remains visible throughout the life of the claim.
At a later stage all exceptions can be reported on using the online reporting module, which will allow you to introduce new policy retrospectively.
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Duplicate Expense Items
Duplicate expense items, that may have been entered at separate times, are difficult to spot. So, if a claimant can not remember if they had entered their lunch expense from the last week of the last month because there was an urgency to submit the claim for payment, expenses will produce a flag notification. The flag will be removed if the duplicate item is deleted.
If it is a genuine duplicate entry, for instance there may have been an occurrence where two taxis were required in the same day; expenses will allow this to be submitted.
At a later stage, using the online reporting module, it is possible to cross check duplicated entries across a department or several employees.
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Weekend Claims
If it is unusual for claimants to be submitting items which have occurred over a weekend, expenses can be set to identify this and produce a flag notification. The flag will be removed if the weekend item is deleted. If it is a genuine weekend entry; expenses will simply allow this to be submitted.
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Online Policy
In addition to the checks expenses performs, the policy information is available online so there are no excuses for incorrect claims, and, in addition, this will help reduce the quantity of enquiries to the accounts department.
There is an onscreen table detailing the available items the user is permitted to claim, their associated policy limits and a one line description for its use. expenses also links to the whole employee expenses policy (where available).
When a user adds an expense item further comments can be associated to it with either an explanation of the expense item or to indicate special instructions which will help to ensure policy compliance.
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Mandatory Fields
Mandatory fields can be set to ensure claimants complete all the necessary information, when entering their expenses. This will prevent the claimant from continuing with their claim until all required fields are completed.
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Tightening Controls 
