FCA Employee Handbook - Financial Conduct Authority

Subject to these constraints, you may claim reasonable and appropriate entertaining expenses.As a guide, the cost of a meal should not be extravagant or excessive but reasonable inrelation to the status of the employee and the occasion.Details on the expense claim should include:the nature of the entertainment;the total number of people present;the full names of the external guests being entertained and their employer;the full names of all FCA staff who were present;the location of the entertainment; andthe reason for the entertaining taking place.The most senior FCA employee attending the event should reclaim the expense.Where FCA employees are present at the event and their entertaining costs are incidental toentertaining the third party, these expenses may generally be classed as “BusinessEntertaining” rather than “Staff Entertaining” and may be reclaimed.Staff Entertaining“Staff entertaining” is the provision of free or subsidised hospitality or entertainment (projectcompletion celebration events, provision of meals, other kinds of hospitality, gifts, prizes etc.)to an FCA employee, including an FCA employee’s family members, where there is no businesspurpose for the provision of such entertainment.Staff entertaining should be provided only in special circumstances and generally, FCAemployees cannot claim reimbursement for entertaining other FCA colleagues.For clarity, where an event is clearly related to staff entertaining (aside from an annual eventsuch as a Christmas or Summer Party, see below), that event will confer a taxable benefit onthe staff entertained with approximately 70% charged to the FCA in addition to the cost of theevent itself. The FCA will meet this tax liability on behalf of its staff only where approval froma Head of Department or Director has been obtained and the expense claim form has beencounter-signed by them.Details on the expense claim should include:the nature of the entertainment;the total number of people present;the full names of all FCA staff who were present;the location of the entertainment; andthe reason for the entertaining taking place.The most senior employee attending or holding the event should reclaim the expense.Staff Entertaining – Annual EventThe FCA provides one annual event for its employees (normally a Christmas or Summer Party)and this event is available to all permanent and fixed term employees. Agency staff andFCA Employee Handbook 2013 146