Comprehensive Expenses Management
Solution
Management Reporting
Through expenses analysing spend patterns, identifying areas for policy improvement, costing projects and making employee expenses spend forecasts is made much simpler.
You can analyse, report on and drill down to all the information stored against each claim entered and ensure that your employees are claiming
accurately and within your corporate T&E policy.
Click on each of the following features to learn more about
our employee expenses management software:
Audit Trail
expenses maintains a full Audit Log. This log includes all actions performed in expenses and details of which individual executed them, and when. The audit trail includes:
- Logons
- Logon failures
- Additions
- Updates (individual fields supplying previous value and updated value)
- Deletions
- Who performed the action (User ID and Full Name)
- When the action was performed
Audit reports can be run on specific actions that have taken place. In addition to this, a full claim history is available to all claimants, enabling them to clearly identify what stage their claim has reached in the approval process, and all previously paid claims.
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Benefits in Kind & PSA's
expenses enables you to report and export each expenses 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, the codes 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 to 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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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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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 expense 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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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 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 expenses were incurred.
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Fuel Card Reconciliation
To overcome claimants duplicating work and logging both business and personal miles, a fuel card is distributed allowing claimants to log their odometer at the beginning of every month and then simply log just the business miles.
Additionally, claimants can be prevented from adding expenses each month until they have entered their odometer reading.
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Graphical Reporting Module
You have the ability to create any report you would like using the data stored in expenses.
expenses includes a range of predefined standard reports by default. Predefined reports include:
- Yearly Spend
- Department Spend
- Employee Spend
- Expenses Category Spend
- P11d Reports
- PSA Reports
- Mileage VAT vs Fuel VAT Receipts
Summary reports can be organised by category, employee, cost code, department or any specific report your organisation requires, all at the touch of a button.
expenses sorts the data into the order you require and enables you to drill down to see the root of this spend. All reports can be exported into Excel as a spreadsheet, csv file or as a Pivot Table.
Access to the reporting module is controlled by a user’s Role. Different Roles may have full access, departmental access or access to individual reports for the completion of Self Assessments.
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Mileage Calculation
expenses allows you to reimburse your employees a pence per mile, whether they have a company car, use their own vehicle, or both.
The vehicle details, including the engine size of the vehicle, are stored in the application and all the claimant needs to do when making a claim is enter the business miles they have incurred. The application will automatically calculate the VAT for the fuel portion only.
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Tax Liability Reporting
expenses handles P11d collation for you, without any manual intervention.
Each 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 requirements. 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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Purchase Card Integration
Employee Purchase Card statements are easily uploaded into expenses and the application directs the corresponding statement to the correct employee by recognising their Purchase Card number. The statement items are then automatically presented in the claimants in their claim screen.
expenses pre-populates the claim form with the Purchase 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. Purchase Card claims are processed in the same way as out of pocket expenses.
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Self Assessment
expenses can be set up to allow all users access to specific reports. This enables claimants to self assess their current expenses spend and manage their claims accordingly.
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Management Reporting
