COMPLIANCE
The role of HR and payroll HR is often seen as the natural
more prominent place in our culture and strategy. That might look like:
finance teams can spend time where it actually matters. Rather than relying solely on reimbursements, the cards allow you to manage spending as it happens. Pre-set rules make it harder for employees to go off-piste, which means fewer errors, fewer difficult conversations and a lot less firefighting at the end of the month. Reimbursements are then for covering the exceptions, so things like mileage or one-off out-of-pocket costs rather than being the default. And less volume means less noise, making it far easier to spot patterns or anomalies which need attention. No more micromanaging. Instead, you’re building smarter spending habits by design.
owner of employee education. That’s probably a fair assumption. But payroll teams are increasingly central to the conversation, particularly when it comes to reimbursable expenses In many organisations, payroll are the ones responsible for the practical ‘doing’ that comes after approved claims. Jobs like: ● ensuring timely and accurate reimbursement ● applying correct tax treatment for non- standard claims ● maintaining proper documentation for audits and compliance. But if payroll is doing just that, the function is doing itself a disservice. You have a unique vantage point thanks to your payment processing role. Payroll can spot patterns, like duplicate claims or inconsistent spending across departments. Sharing this insight with HR and finance helps tighten policy enforcement and improve transparency. As organisations adopt more integrated HR platforms, the connection between expenses and payroll becomes even clearer. These systems allow for cleaner data flows, fewer manual steps and a better overall experience for employees and administrators. Payroll doesn’t own spend management, but it plays a key role in ensuring payments are accurate, timely and compliant. You close the loop between policy, payment and reporting, especially when paired with tools like our Expense Cards, which provide real-time controls and cleaner data. Policy into practice So, how do you move from simply having an expense policy to actually embedding it into everyday behaviour? The key is to treat expense education as part of the employee journey, not a one-off event. Professional athletes spend most of their time training, so they can perform in short bursts. Business is the inverse: we expect people to perform constantly, with only the occasional training session thrown in. Of course, a business must get things done. We can’t spend all our time doing painstaking triangulation or running workshops. But we can, and should, take training more seriously and give it a
Clear onboarding sessions Don’t bury the policy in a handbook. Make it part of the induction. Real-world examples Use relatable scenarios to show what’s allowed and what isn’t. Short videos can help here too.
Regular refreshers Especially when policies change or hybrid working increases.
Accessible support Frequently answered questions, help channels or clear contacts to answer grey-area questions. Crucially, education should focus on why the policy exists. When employees understand that the rules are grounded in fairness, accountability and sustainability, they’re far more likely to follow them. “Payroll doesn’t own spend management, but it plays a key role in ensuring payments are accurate, timely and compliant” Giving people the right tools Most payroll and finance teams are familiar with the challenges of managing expenses – the late claims, missing receipts, inconsistent approvals and inevitable month-end pressure. For many, platforms like Webexpenses have helped reduce that burden, making it easier to track, approve and audit expenses without the back and forth. At its best, technology doesn’t just enforce policy. It creates a framework for getting it right, by giving people a clearer, easy-to-follow process and fewer chances to go wrong. That’s where our latest product feature comes in: our Expense Cards. The cards offer near real-time visibility, automated reconciliation and the ability to customise limits by individual, team or category. Instead of chasing receipts and approvals,
A more strategic approach to expenses
When employees are educated and equipped with the right tools, expense management becomes more than a back-office task. It becomes a strategic part of how your organisation operates, with better oversight, fewer disputes and a stronger culture of accountability. It also improves cross-departmental collaboration. HR, finance and payroll each have a role to play in shaping how expenses are handled, from policy creation to reconciliation. When these functions work together, the whole business benefits. For UK companies, especially those juggling hybrid working, tighter margins or growing teams, this joined-up approach isn’t just clever. It’s necessary. n
An exclusive offer for CIPP members
To support HR and payroll professionals in building better expense processes, Webexpenses is offering CIPP members 10% off their subscription, now and every year after. Whether you’re managing expenses in-house or looking to modernise your current approach, now is the time to explore smarter tools and stronger processes. To find out more about our exclusive discount for CIPP members, scan the QR code or visit https://ow.ly/qvGH50WvWvX.
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| Professional in Payroll, Pensions and Reward |
Issue 113 | September 2025
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