Underwood Carpenter Employee Handbook - Latest 02 11 16

Timesheets must be submitted on a weekly basis. The My Space system will not accept
expenses/mileage submissions if your timesheets for the period are not on the system.
Expenses and Mileage Claims
You are responsible for making expense claims and to select available expense options in such a
way as to minimise costs to the Company and/or it’s clients.
Business expenses will only be reimbursed where they are incurred wholly, necessarily and
exclusively in the course of carrying out your duties as instructed by the Company. Failure to abide
by the laid down expenses policy will result in reimbursement being declined.
Expense Claims Procedure
Business expense claims must comply with the rules set out in this policy in accordance with the
following process:
• The first step in the claims process is to submit your expenses and mileage claims on to My
Space. This must be no later than the 10 th of the month following the end of the calendar
month in which expenses are incurred.
• Claims must be supported by original receipts, and petrol receipts if mileage is claimed.
Your receipts should arrive in the office along with a hardcopy of your My Space expenses
and mileage claim listing as soon as possible after submission of your claim.
• Receipts must show the supplier’s VAT number if VAT has been charged. They must also be
full itemised receipts, ie debit/credit card receipts provide confirmation of a payment only
and are therefore not accepted as they cannot be verified as relating to a business
purchase. If full itemised receipts are not submitted to support your claim, the Company
reserves the right to decline reimbursement.
• Expenses will not be reimbursed if submitted more than 3 months after the date they were
incurred or otherwise no later than the last day of employment.
• Expense claims will be reimbursed, usually within 5 working days following the 10 th of the
month.
• Failure to submit expenses on time and / or submission of inaccurate / incomplete claims will
be subject to delay in reimbursement.
Use of Own Vehicle
Travel
• Business mileage will be reimbursed at the agreed rate which can be found on My Space.
• Any car parking charges incurred through Company business will be reimbursed against
supporting receipts.
• Fines such as (but not limited to) parking or motoring fines are the responsibility of the
individual and will not be reimbursed by the Company for any reason whatsoever.
• It is your responsibility to ensure that your insurance policy includes business use and an
indemnity to the employer clause. Refer to Driving on Company Business above for further
information on use of your own vehicle.
• You must select the most cost effective mode of transport. If train travel or air travel is
required they should be booked in the most cost effective way available, eg. booked in
advance, off-peak etc. Taxi’s should only be used in exceptional circumstances where
there is no other mode of transport to reach your destination.
• If it is for long distance travel you should contact Office Manager so that she can make the
necessary arrangements for you.
•
Employee Handbook Issue Date: November 2016
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