triio Expense Policy As agreed between MUS and SCUK Prepared By Emma Bukowska, Finance Manager, 24/09/2015

Transcription

1 triio Expense Policy As agreed between MUS and SCUK Prepared By Emma Bukowska, Finance Manager, 24/09/2015

2 General Guidelines General Comment Reimbursement Frequency Age limit for claims Back Up Approval Approver Responsibility Expense covers multiple employees Loyalty Cards Overseas Expenditure HMRC Guidelines Expenditure must be authorised by correct person, incurred during course of business and employee does not lose or gain financially as a result. Normal/ Usual place of work = per HMRC guidelines. Online via Concur One claim to be submitted per calendar month. Payment runs will be made weekly. 3 months Fully Supported by a receipt (see Explanation of a Valid VAT Receipt ). No receipt = no payment, unless approved separately. Line Manager Ensure expenditure in line with company policy and arithmetically correct and wholly, exclusively and necessarily in the pursuit of company business. Most senior person should pay, names of other attendees must be provided Should not be used when making business purchases Rate of exchange must be rate at which currency was obtained and supporting documentation provided. Exchange commission is claimable. 2

3 Hotel Stays Hotel Stays Hotel Food Incidental Overnight Expenses Occasional only and for short duration, kept to a minimum & cost reasonable. Must be approved by line manager in advance. If within an hours drive of home, accommodation shouldn't be claimed. Hotels should be booked via Premier Inn, Travelodge or comparison websites (i.e. As cheap as possible). If working away from home on a temporary basis for a longer period this comes under the "Subsistence Allowance Policy, please refer to your employers HR team for more details. If room rate includes food, you cannot claim for meals separately. Only one alcoholic drink allowed. Phone - for business calls where no signal on company mobile and for short duration. Internet - where required for business use. Laundry - not claimable except for exceptional circumstances. Newspapers - not claimable. Overnight stays not at hotel - e.g. with relative/ friend are not claimable per HMRC guidelines. Gratuities Not claimable (unless service charge included in bill) 3

4 Meals Breakfast Lunch Expenses Evening Meals Meetings Unless part of overnight stay, only claimable when not travelling to usual place of work, leave home well in advance of usual breakfast time and duration of journey is significant to warrant a claim. When away from usual place of work then claimable, however if cost is similar to what you would have incurred at normal place of work then not claimable. If you have TEMA you cannot claim subsistence. Reasonable claims when staying away from home are acceptable (inc. one alcoholic drink), unless meals inc in hotel room rate. Claims for meals when working late are allowed, but only when ordered to and consumed on company premises. Meals taken whilst at a business meeting or conference (inc training) can be claimed if you are away from your normal place of work. However if cost is similar to what you would have incurred at normal place of work then not claimable. 4

5 Entertaining Staff Entertaining Client Entertaining/ External Entertaining Gifts General rule: you cannot claim for entertaining other staff working on triio. Only claimable with director approval in advance. If staff entertainment is significant proportion of cost which includes some client entertainment, then total should be claimed as staff entertainment. Director approval in advance required. Costs must be reasonable. If main purpose of event is client entertaining, your costs must also be classed as client entertaining. Incidental expenses (e.g. Taxi to event) should also be classed as client entertainment. In certain circumstances you can claim for a special gift such as bouquet if approved in advance by Director e.g. Retirement, Mark of Personal esteem. Cannot claim for contribution to a gift for an office colleague, e.g. Maternity Leave. 5

6 Vehicles/ Fuel/ Mileage Pool/ Hire Car Fuel Mileage for Private Vehicles (not Company Cars/ Car Allowance) Car Wash/ Valet Vehicle Hire Fuel can be claimed based on business mileage, unless on Skanska "Green Travel Allowance". If lost/ misplaced fuel card, can claim fuel cost back using receipt. For private cars, must have business use insurance. Rate of 45p per mile for first 10,000 miles, 25p per mile thereafter. HMRC limit. Fleet must have vehicle details. Must have insurance for passengers and business equipment. Not allowable (except danger to drive in exceptional circumstance). To be arranged through Fleet Parking & Toll Claimable, where possible a receipt should be provided. Where regular travel is required, purchase of a season ticket may be claimable. Home to permanent office parking can not be claimed. Fines (Parking, Toll, Speeding etc) Fines are not reimbursable. 6

7 Travel/ Public Transport Business Travel Air Travel Passports/ Visa's/ Immunisation Taxis Rail Travel Season Ticket Loan (see HMRC guidelines). Ordinary commuting is not claimable, i.e. Travel to usual work place. You can claim for business travel from your usual place of work to elsewhere or from home to elsewhere (unless virtually the same as you ordinary commute). Unnecessary travel should be avoided (e.g. via use of web conference), travel should be planned well in advance where possible, use most economical method of travel available. Director approval in advance. 5 hours or less must be economy/ standard class. Premium economy can be booked for flights more than 5 hours. Business class can be booked for overnight long haul flights where working next day. Business class may be booked where travelling with customer/ client and approved in advance by director. Passport costs are not claimable. VISA costs are claimable. Immunisation costs are claimable. Use should be restricted to situations where other means of transport are not feasible or are more costly. If you rely on use of public transport and work late (past 9pm) you can claim for a taxi home (providing not a regular occurrence and no public transport is available at time you leave). Use standard class unless other class is cheaper. Must use most cost effective fare combination. Should be paid by company direct to travel provider, however, if paid by employee can be reclaimed providing it has been pre-approved. 7

8 IT/ Communications Home Phone/ Broadband IT Items IT Accessories (e.g. Cables, cases etc) If required for business purposes director approval is required and the company will arrange preferred supplier to install and invoice the company direct. For company installed lines, triio will pay for line rental & business usage element, any personal usage must be reimbursed by the employee. Lines arranged personally will not be reimbursed. If claiming business calls made from personal phone, invoice must be submitted with relevant calls highlighted on bill, usage only, line rental not reimbursable. Where possible items should be ordered through triio Asset. In exceptional circumstances claims through expenses will be reimbursed, but only where confirmation from triio Asset that the purchase is approved is provided. Items reimbursed will be property of the company and must be recorded on the asset register in line with triio's asset policy. May be ordered through expenses provided approved in advance by line manager and triio asset cannot source at a cheaper price. 8

9 Other Clothing/ PPE Glasses/ Eye Tests Professional Subscriptions Exam Fees Training/ Personal Development Long Service Relocation Expenses Partners/ Spouse Damage to or loss of personal possessions Skanska Recruitment Referral Scheme Not claimable through expenses, should always be purchased through procurement. MORRISON ONLY - Only for display screen equipment users. Employee may claim for cost of eye test and/or cost of corrective appliances where change in sight related to work. Max total claim per annum = 40. SKANSKA ONLY - Only for display screen equipment users. Up to for eye test (every 2 years) and up to 55 for "corrective appliances" required for use at work. Claimable where of benefit to the company and employees role. Limit of one subscription per annum, director approval required. Claimable where of benefit to the company and employees role, approved by line manager in advance. Must be in line with preapproved training plan/ contract of employment. Claimable where necessary for the duties of employment, approved by line manager in advance. Must be in line with preapproved training plan/ contract of employment. MORRISON ONLY - Can be claimed with Director approval, non cash (e.g. Vouchers) SKANSKA ONLY Not claimable, paid via payroll. Not claimable through expenses. MUS Only - must be processed through payroll. SCUK only - must be claimed through Skanska expense process. Company will not reimburse cost of partners accompanying employees (unless approved by director as an exception) Not claimable unless company at fault Not claimable, paid via payroll. 9

10 Explanation of a Valid VAT Receipt A Valid VAT Receipt Remember that a retailer is not required to provide a tax receipt unless specifically asked to do so. Therefore, you should always ask for a VAT receipt. There are two main types of VAT receipt, a Full VAT receipt and a Simplified VAT receipt. Full VAT receipts A Full VAT receipt must show: a receipt/invoice number which is unique the seller's name or trading name, and address the seller's VAT registration number the receipt date the time of supply (also known as tax point) if this is different from the receipt date the customer's name or trading name, and address a description sufficient to identify the goods or services supplied to the customer For each different type of item listed on the receipt, the receipt must show: the unit price or rate, excluding VAT the quantity of goods or the extent of the services the rate of VAT that applies to what's being sold the total amount payable, excluding VAT the rate of any cash discount the total amount of VAT charged If a VAT receipt includes zero-rated or exempt goods or services, the receipt must: show clearly that there is no VAT payable on those goods or services show the total of those values separately Simplified VAT receipts A Simplified VAT receipt may be supplied for goods or services of 250 or less including VAT and only needs to show: the seller's name and address the seller's VAT registration number the time of supply (tax point) a description of the goods or services Also, if the supply includes items at different VAT rates then for each different VAT rate, your simplified VAT receipt must also show: the total price including VAT the VAT rate applicable to the item Some suppliers use the credit cards sales vouchers to create a less detailed receipt by adapting the sales voucher to show the information described in the six bullets above. This is acceptable. 10