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FOI request (FOIR-287080612)
Systems - employee spend
Requested Wed 23 December 2020
Responded Fri 05 February 2021Summary: We are interested in the systems you have in place to control and process employee spend.
Questions:
1. What finance system do you currently have in place?
2. What HR system do you use
3. How many employees (full and part time) do you have?
4. What processes or solutions do you have in place for employees to submit and reclaim expenses?
5. What improvements (if any) are planned for this process in the next 24 months
6. How many expense claims are submitted on average per year
7. Are employees able to compile, submit and approve expenses remotely?
8. Have there been investigations relating to expense compliance in your organisation in the last 24 months? If so, how many?
9. What is your current Approval Process for Expenses
10. How many miles are travelled monthly
11. Do you have an expense policy in place
12. What percentage of expenses are checked
13. How do staff book travel
14. Do you use a Travel Management Company to book travel
15. What was your annual spend on Expense and Travel for the fiscal year 2019/2020 or an equivalent annual period excluding 2020
Response
1. Unit 4 Business World
2. Unit4 Business world
3. full time 257 part time 72
4. Mileage expenses paid through payroll, paper claims submitted, all others paid through finance department
5. Currently testing Self Service so staff will directly input claims into system with workflow approvals including those currently sent to and processed by Finance
6. 247 mileage claims in 19/20 in respect of other travel claims when an expense claim is processed through our finance department it is coded to the account and cost centre of the department therefore it is not possible to get a full figure of expenses as it is mixed with other expenditure, however there were 93 travel claims for public transport 24 claims for subsistence in 2019-20
7. Not currently
8. Non
9. Claims submitted to line manager for approval then checked and approved by payroll or finance depending on claim type
10. Average miles claimed per month based on 19/20 is 2157
11. Yes
12. 100% of claims submitted and processed by payroll and finance are checked and approved.
13. Rail tickets are booked through our community contact centre or purchased by member of staff through line manager
14. No
15. Spend on mileage in 19/20 was £11,647.80 and travel claim amount 2019-20 £33,854.17
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