Expenses Claim Procedure and Policy

Transcription

1 Expenses Claim Procedure and Policy Expenses Policy It is RMS policy that employees shall never be out-of-pocket when expenses are properly incurred in the course of their duty. Expenses must be carefully controlled and must fall within the limits implemented within this policy or an agreement in advance between the individual and a member of RMS management. All claims must be completed on the RMS portal and receipts must be attached (where necessary). Expense Reimbursement You will now have 15 days upon the completion of a job to submit expense claims against that job. After 15 days the job will disappear from the portal and you will not be able to claim against it. - The deadline for expense claims will be every Sunday at midnight. - Expense claims which have been approved by RMS Central Operations will be paid the following Friday. Please note that RMS reserve the right to reimburse what we consider to be the reasonable amount of expenses payable. Mileage Allowance At RMS we believe in reducing the impact on the environment; we do this by encouraging all employees to share car trips to reduce the number of journeys taken: - When employers use their own car on a shared basis an allowance for business miles can be claimed at 25p per mile. - Where employees use their own car without sharing, an allowance for business miles only can be claimed at 18p per mile. Public Transport Where it is necessary to travel by train or bus, all journeys should be made using standard class travel. When submitting a public transport claim, all relevant travel receipts must be attached.

2 Taxis Under no circumstances should taxis be used as a form of transport. You will not be reimbursed for this, unless senior management at RMS has authorised this in advance. Tolls You can claim back money spent on toll fees i.e. the Severn Bridge, if you attach a receipt which supports your claim. Parking Parking fees can be claimed if relevant receipts are submitted along with the claim. Vehicle Violation Fines RMS does not accept any responsibility for fines these are the sole responsibility of the driver for payment. Please ensure that where vehicles are being parked on sites, the vehicle is properly registered in line with the client s process. Congestion Charge Should you pass through any congestion zone, you must inform RMS immediately or you will be held liable for any fines for the non-payment of a congestion charge. You will need to inform RMS Central Operations on with the vehicle make, model and registration number. Failure to follow this procedure will result in the driver paying for congestion fees. Car Hire Policy Car hire is booked through RMS Central Operations. This is only available when authorised in advance by the relevant account manager. The allocated driver must make all reasonable efforts to walk in for collection and drop the vehicle back off to the car hire branch. If you encounter any issues when hiring the car, you must contact the person who booked you the hire car from RMS on immediately. The allocated driver will be held responsible to follow the regulations below. Failure to follow our terms and conditions will result in the driver being fully responsible for additional fees: - Upon collection of a vehicle the driver must check the hire car condition to ensure that we are not charged for any pre-hire damage; if you do find anything questionable please take photographs. The condition of the car should be documented with the car hire branch member of staff before you leave. - Smoking and eating inside the hire vehicle is strictly forbidden. If the branch indicates and can prove this condition has been broken, the driver will be liable for any fines or cleaning charges. - Only the allocated driver can drive the vehicle. Any deviations from this is illegal and will void all insurances.

3 - The driver must collect and return the vehicle within the hire period stated on the hire agreement. RMS will not be responsible for any fees incurred for late collections or returns. - The amount of fuel in the vehicle at the point of collection must be returned with the same amount. Hire cars which are returned with less fuel than the amount they started with attract a significant additional cost. - Please ensure the vehicle is checked over thoroughly by a branch member for any damage on return. Please Note: You are not authorised to claim for mileage if you have used a hire car. You are reimbursed ONLY for fuel purchased. Fuel purchased by the driver, which always must be supported with a VAT registered receipt and submitted via the RMS portal, can be claimed. All vehicles returned with damage attract a minimum charge of , which will be the responsibility of the driver to pay. Please inform RMS Central Operations on of any damage caused, regardless of whom is responsible (mobile phone pictures at point of collection and return is beneficial). Private Vehicle Policy Employees who are not company car holders will be paid a mileage allowance in the event of them having to use their own motor vehicle to travel on company business. You must ensure that you have the appropriate insurance for business use and the cost of this will be borne by you. You must also ensure that your vehicle is at all times kept in a safe and lawful condition. Notification An employee whose job is in any way dependent on them being able to drive must notify a member of senior management immediately in the following situations: - If they are charged with any driving offence; - If they suffer any disablement which may result in disqualification from driving. Disqualification from Driving Disqualification from driving may lead to the termination of your employment in circumstances where alternative arrangements are, in the opinion of the company, impracticable. Any alternative employment which may be offered (if available and suitable) to avoid dismissal will be at the rate of pay and conditions relating to the job offered.

4 Parking/Speeding Fines It is RMS policy to abide by all parking and speeding restrictions. The cost of vehicle violations fines will not be met by RMS, including those incurred whilst on business. Any violations occurred whilst on business will be paid by the driver. Compliance Private vehicle holders agree and undertake that they shall: - Produce a valid driving licence and a recent MOT certificate to the person who conducted your induction for further inspection every 6 months, or otherwise maybe required at any time; - Must have business insurance; - Take good care of their vehicle, ensuring that the interior and exterior of the vehicle remains clean; - Ensure that the provisions and conditions of any policy of insurance are observed; - Comply with all instructions and regulations regarding motor vehicles. - Ensure servicing is carried out regularly; - Regularly check tyres and oil, water and other fluid levels; - Ensure your vehicle is taxed. Safety If your journey home following a shift is more than 90 minutes in duration, RMS has a policy of providing hotel accommodation to ensure that you do not travel whilst fatigued. The use of a hotel after working your shift is compulsory and cannot be negotiated. After your last shift, you must book out of your hotel without exception. We will monitor this requirement daily to ensure compliance. It is the driver s responsibility to adhere to this policy to drive with care, attention and courtesy and to abide by the Highway Code at all times whilst using your vehicle for company business. It is essential that you do not use your vehicle whilst under the influence of drugs or alcohol.

5 How to Submit an Expense Claim 1) Log into the portal on your smartphone using your address and password. 2) Click on My Profile. 3) Click on the Expenses tab. The next screen will have three tabs; Approved expenses, Unapproved expenses and Rejected Expenses. 4) Click Add Expenses. This will take you to an information screen which informs you of the next deadline that expenses must be submitted by, along with the next date that all approved expenses will be paid. 5) Click the next Add Expenses button. This will take you to the Add Expense Claim page.

6 6) Choose which job you wish to claim expenses for. *(Please note that you must have clocked in and out to claim expenses for that job If you haven t clocked in/out, the job will not be available for selection). Select which job you want to submit expenses against 7) If you were a driver for a job you can claim mileage. If not, the system will inform you that you were not a driver for this job and prevent you from claiming mileage. 8) To claim for mileage, select Mileage (Own Vehicle) under the Type header. Enter the number of miles in the next box and the click the green Add button. This only applies to those jobs where colleagues have stayed overnight in a hotel.

7 9) For jobs that don t involve staying overnight in a hotel, the process of claiming for mileage is slightly different. As per the previous step, select Mileage (Own Vehicle) under the Type header. The total mileage is then calculated automatically. If you press Click here to see how we calculated this value, a breakdown of the entire journey will be provided.

8 10) If you disagree with this total, you can dispute it. Click This looks incorrect, how do I dispute this estimate? You will then have to enter a reason why you disagree with the systemcalculated mileage, and then enter your own total. Once these fields have been populated press the green Add button. 11) For all other types of expenses, select Expenses under the Type header, and then under the Expenses Type header select either trains/bus, parking/tolls, food, misc, or car hire fuel. 12) If you have more than one receipt e.g. You have multiple breakfast receipts because you have been staying in a hotel for several days, under the Date Type header select Week. If it s just one receipt for one day, select Day. 13) In the Description box please enter information about your claim. This must include the date(s) that you spent money, and your justification for claiming the money back e.g. If it s a food claim, you would state that the reason for the claim is because the hotel didn t provide breakfast.

9 14) Select Choose File to add your photograph of the receipt(s). 15) Enter the Total Value of the claim and then click Add. 16) A message box will pop up to notify that your expense claim has been added to your basket. *Please note that this doesn t mean that it has been submitted for approval just yet that occurs at a later stage. 17) Repeat steps 5-14 for each expense claim that you wish to make against the same job on the same week. 18) Once you have added all your expense claims to your basket, click on the Submit Expenses button which is found on the My Basket screen.

10 19) A message box will pop up to ask you if you re sure that you want to submit expenses for the selected job and week? Click either Yes or No. If you click Yes, please beware that you will not be able to claim any further expenses for that job in that week. Next time you click on Add Expenses, you will find that jobs you have already claimed against will be greyed out, so you will be unable to click on it again. 20) If you cannot find a job that you have worked, click on the click here button which is in a green font. 21) Enter details of the job you worked, with details of your expense claim and this can then be investigated.