Comprehensive Expenses Management
Software
Financial Information
Removing your Finance Team's employee expenses related headaches
has never been simpler.
Software Europe’s automated employee expenses management
software gives your Finance Team immediate access to
all the information they require and allows them to produce
clear reports on employee expenses spend.
You can analyse, report on and drill down to every item entered into expenses; this ensures that employees are claiming accurately and allows senior managers to understand where their budget is being spent, by whom and why.
Click on each of the following features to learn more about
our expenses management software:
Allowances
Organisations issue many different types of an allowance. This could be a daily
or overnight allowance and can depend on the amount of time the employee is out
of the office.
The allowance function in expenses allows you to setup an expenses item
to ask the claimant to enter the start and end date and time.
expenses software ensures the appropriate rate is automatically
calculated for them.
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Benefits in Kind & PSA's
expenses enables you to report and export each item that should be included in each employee’s PAYE Settlement Agreement (PSA).
As an automated expenses management solution, expenses recognises whether an employee is on the basic rate or higher rate of Tax, and from this information gives you an End of Year Report showing the total value of benefits provided to basic rate employees, and the value of benefits to higher rate employees.
This facility enables users to look at the classification of the Benefit, and, as with all expenses reports, users are able to drill down to the route of every item claimed by every employee.
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Code Allocations
expenses allocates items automatically to the correct accounting code.
This includes Department, Cost and Project Codes.
Each employee has preset default codes for each expense type and these will be
automatically used by expenses each time they claim. If a claimant regularly
charges their expenses items to different code areas, these code areas will be
available in a drop down list for selection. The codes are reflected
automatically in the information accounts process.
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Credit Card Management
Employee Credit Card statements are easily uploaded into expenses and the
application directs the corresponding statement to the correct employee by
recognising their Credit Card number. The statement items are then
automatically presented in the claimants in their claim screen.
expenses pre-populates the claim form with the Credit Card expense,
the cost and any merchant details that are recorded on the statement. Allowing
the claimant to simply add any additional details required by your corporate
T&E policy.
Claimants are able to separate or combine cash, Credit Card and Purchase Card
items, by using an onscreen filter view. Credit Card claims are processed in
the same way as out of pocket expenses.
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Currency Exchange
There are three ways that a business can manage their exchange rates. You are
able to store:
-
A flat rate
-
Different rates for each month
-
A date ‘to and from’ basis allowing you to make necessary changes or
indeed more frequent updates such as weekly or even daily
expenses recognises the date the item incurred and retrieves the respective
exchange rate for that date, not the date of entry.
With the relevant permission, claimants are able to overwrite each of the rates
presented to them; this is useful for company Credit Card holders who have to
reconcile exactly with Credit Card statements that must convert to sterling
from the rate at the given time. (If you would like to know about claimants using a foreign credit card please contact us for more information.)
The Multiple Base Currency feature allows users to manage expenses incurred in multiple overseas destinations. The claimant simply selects the currency with
which the item was purchased. The application will store the currency
information, but provide the amount to reimburse in the equivalent company’s base currency value for payment and reporting purposes.
When an employee claims back expenses whilst travelling outside their base country, both the country and associated currency will be available in a drop down list for selection. The VAT rates relevant to that country are then applied to any expenses.
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Duty of Care
expenses includes a Duty of Care function which enables Clients to
record and manage:
- Employee Details
- Vehicle Insurance
- MOTs
- Driving Licenses
expenses reminds you, through simple email notifications, when these
records need to be checked helping to reduce the corporate risks associated
with an employee having an accident during work time.
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Electronic Receipts
Electronic copies of receipts can be attached to expense items, allowing access to view the receipts at all stages of the approval process.
Dispensations can be applied for from HMRC removing the requirement to keep the paper receipts.
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Employees Based Overseas
With expenses you are able to set up the base currency for your
Organisation and then personalise each employee record to reflect the currency
and country that they work in.
This allows an employee based outside of the Head Office's base country, to
claim expenses from anywhere in the world and view and receive reimbursement in
their own currency. expenses converts all expenses claims to the
company's base currency for reporting purposes.
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European VAT Handling
expenses enables you to reclaim VAT incurred on European travel expenses provided you are registered for VAT in the UK, still have the receipts and your Organisation does not have a branch in that country nor conducts business there that is liable to VAT.
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Finance System Integration
expenses will speed up your reimbursement process and minimise the time and resources required to approve a claim. expenses supports all leading financial system providers, including:
- Sage
- Sun Systems
- Oracle
- Geac
A Payment report can be automatically generated to import the specified data into any financial system.
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Fraudulent Claim Management
expenses automatically performs several checks on the information that is entered by the claimant to ensure that every claim complies with the Corporate T&E policy:
- Predefined Limits
- Duplicate Expenses Items
- Weekend Claims
- Online Policy
- Mandatory Fields
Automated controls within the expenses management software ensure financial limits are placed on individual users including the maximum amount they are allowed to claim for each specific item type. The application also manages the dates of a claim, for example, your Corporate T&E policy may not permit claims to be made more than 3 months after the expense was incurred.
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Split Hotel Bills
Most hotel bills include more than just a room rate. expenses accommodates for this by allowing the claimant to list all the charges individually.
expenses separates each charge into relevant categories, for instance: breakfast, evening meal, drinks, phone calls, laundry etc. Splitting the hotel bill in this way ensures the correct VAT is calculated, as some items will be VATable and some will not.
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Tax Liability Reporting
expenses handles P11d collation for you, without any manual intervention.
Each P11d qualifying item within the system is matched up with the P11d category it falls into. Organisations can have as many of these categories as suits business requirement. At the end of the year the Finance Team can then enter this information straight onto the P11d form, saving valuable time and resources.
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VAT Recovery
expenses is designed to calculate accurately each potential occurrence of VAT behind the scenes, ensuring that claimants do not need to understand any complex rules and calculations.
expenses prompts the claimant for the required information in order to calculate the VAT correctly. Where a company has a dispensation, the VAT calculations will be set to match the dispensation.
expenses will automatically calculate the correct VAT based on the expense item and country visited.
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Financial Information
