Managing Employee Expenses

Managing Employee Expenses

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Rather than employees submitting a monthly claim or using their corporate card for small purchases,  I'm looking to pay a monthly amount to employees based on policy. I'm keen to make people more aware of what they are spending and what they're spending it on and introduce the idea of 'when you've used up your allowance, it's gone'.

Employees regularly fly to Ireland (both North and South) and stay over for one or two nights.  There are the inevitable airport refreshments, lunch during working hours and evening meals which can result in it looking more like a 'jolly' !!

Does anyone use such a system please?  I'm keen to know how successful it is and easy to manage as receipts will still be required.

Thank you.

Denise

Replies (7)

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By mrme89
31st Jul 2014 12:55

It's not widely used because a round sum allowance is taxable on the individual.

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By snawed
31st Jul 2014 14:55

employee expense monitor

Hi Denise

This certainly can be done but by putting a limit to each employee's expense limit. This will need to be governed by the system you use.

We have something similar in place and the way we do it is we assign an expense limit to each employee. They can submit their receipts (via different mediums) and this will be reflected in their expense limit. Once this limit is reached alerts are generated to the manager. The additional functionality is optional where we could stop them submitting receipts. Kagazz is our system and it is very useful in having a mobile and online expense process management.

Is this something that you are looking for?

Thanks

 

Sharjil

 

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Replying to Wilson Philips:
By mrme89
31st Jul 2014 14:59

.

snawed wrote:

Hi Denise

This certainly can be done but by putting a limit to each employee's expense limit. This will need to be governed by the system you use.

We have something similar in place and the way we do it is we assign an expense limit to each employee. They can submit their receipts (via different mediums) and this will be reflected in their expense limit. Once this limit is reached alerts are generated to the manager. The additional functionality is optional where we could stop them submitting receipts. Kagazz is our system and it is very useful in having a mobile and online expense process management.

Is this something that you are looking for?

Thanks

 

Sharjil

 

 

Care to come clean?

 

A quick google search shows that Kagazz is your product.

Thanks (1)
Replying to Matrix:
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By snawed22
31st Jul 2014 15:17

hello
Hello

Yes it is our system which i clearly mentioned. Plus we use our system inhouse as well to manage employee expenses. It is always good to share good systems with people needing it :)

Thanks anyway.

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By WhichTyler
31st Jul 2014 15:04

Wrong policy

Why pay a monthly allowance if it isn't needed? Just amend your policy to say 'we will pay actual expenses incurred up to a maximum of £x for a one night stay and £y for a two night stay, payable of production of relevant receipts'

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By Democratus
31st Jul 2014 16:40

You could try HMRC's expense scale limits...

...but they are not that popular. They are the only round sum limits i can think of that are not taxed.

You could try doing an exercise where you capture the typical expenses which would be WEN and using these try and and convince HMRC that a daily sum would be reasonable and non taxable via a P11D exemption. Their website has details.

Good Luck 

 

D

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By ann domonkos
31st Jul 2014 20:19

World wide rates

Not sure what set up you have my client pays using the worldwide rates....its up to the employee then if they have fish and chips or steak and wine !

http://www.hmrc.gov.uk/employers/wwsr-bench-2013.pdf

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