Expense Policy

Policy purpose and scope

The Company acknowledges that its employees may incur expenses in the carrying out of their role. This policy sets out the Company’s stance on the scope, authorisation and reimbursement of those expenses.

Expense claims must be supported by receipts to evidence expenditure. In addition, claims will only be processed where the Company considers the employee’s expenditure to be reasonable and necessary.

Misuse of the Company’s expenses policy is considered to be a disciplinary offence under the Company’s disciplinary procedure which may result in the employee’s dismissal.

Types of expenses

Noted below are the most common types of expenditure for which the Company will reimburse the cost. The cost of other expenditure may also be reimbursed, however, employees must always seek authorisation from their line manager before purchase.

Travelling expenses

Employees should:

• consider whether travel is necessary or whether the task could be completed by telephone or video conference
• choose the most cost-effective methods of travel
• ensure their travel is approved by their line manager

Mileage can be claimed at 45p per mile. There will be no reimbursement of home to office, or office to home mileage, train, or tube fares, except in the case of employees travelling to and from the office which is not their base office.

Mileage can also be claimed for client meetings and site visits. Parking, road tolls, underground, taxi and bus fares will be reimbursed as appropriate, but usage must be appropriate and supported by receipts. Travel to and from client socials/events are covered based on using public transport, but not in private hire vehicles unless pre agreed by a member of the SMT.

Food and beverages

Food and beverage purchased for personal consumption when traveling to your second office (including lunch) is not a company expense and will not be reimbursed.

Accommodation

Overnight accommodation will only be approved when significant travel must be undertaken and will only be authorised in respect of early morning work or late evenings. The reasonable cost of any food and beverages will be reimbursed which must be supported by a relevant receipt.

Client entertainment

Where employees have been authorised to entertain clients, the Company will reimburse costs on production of receipts via the expense procedure. It is normal practice for the most senior employee present to produce an expense claim in relation to client entertainment, however, if this is not possible, the claim can be made by another employee.

The claim must be authorised by the most senior employee present. Where all employees are of the same seniority, only one employee should incur costs and present a claim.

Credit card

Company credit cards are to be used for business purposes including but not limited to reasonable travel expenses, reasonable accommodation costs, client entertaining expenses and the source and purchase of items, products or services relating to client projects.

You should provide the accounts team with all receipts including VAT receipts, within 5 working days of the date on which your account statement is received.

You are not permitted to use a company credit card for personal use. Any unauthorised personal transaction via a company credit card will automatically be deducted from your next salary payment. This is an express written term of your contract of employment. Under no circumstances should a company credit card be taken on holiday or abroad. When using a company credit card, you are an ambassador of the Company therefore you should deal with all transactions courteously and professionally. If a company credit card is lost or stolen this must be reported to the accounts team immediately. On termination of employment, your company credit card should be handed to your line manager on your last date of employment.

Phone calls

Costs incurred for business calls made using your personal mobile can be claimed as an expense if you do not have a mobile phone allowance as part of your contract.

Expense claim procedure

Claim forms are available from Nicola Horne nicolah@j2.net. Note – you must use the approved expenses form. Expenses submitted using any variation on this will be rejected. Employees should send the completed form to their line manager for approval. The claim will then be passed to the accounts team for authorisation and processing. Claims submitted by the 21st of the month will normally be reimbursed in the next payroll run. The claim form should be submitted within four weeks of the expense being incurred; with the appropriate supporting receipts, mileage record or other proof that they have been incurred; and otherwise complies with the above rules for reimbursement. Records of personal travel and entertaining claims should be kept for two years following the end of the relevant income tax year.

Manager responsibilities

When authorising travel plans, managers should ensure that the plans are the most costeffective method to be used, and that all travel and entertainment costs are pre-authorised. Claim forms should not be signed off without thorough inspection that all costs are reasonable and supported by valid evidence.

Job number allocation

All client/project related expenses must have a job number allocated against it. This includes all travel and food and beverages. Golden rule: if a client can be allocated to the expense, then it must have a job number too. When in doubt, allocate the largest recent job you are working on/have worked on for the client.