Introduction
Purpose We appreciate that sometimes you will be required to spend your own money whilst working for the business. If this is the case, we aim to pay this back to you as quickly and effectively as possible. Please take the time to read through the policy, the guidelines provided are to ensure you’re comfortably looked after whilst keeping business costs controlled and to mitigate your own personal tax implications.
There are separate guidelines for relocation expenses. Please email the People Team (peopledirect@petsathome.co.uk) if you require this policy,
Scope
This policy applies to all Pets at Home colleagues, comprising: o Pets at Home Store colleagues o Pets at Home Support Office colleagues o Pets at Home Field Team colleagues o Pets at Home Distribution Centre colleagues
This policy does not apply to: o Pets at Home Colleagues in our Hong Kong offices who have a separate policy o Individuals that are self-employed, or work as contractors or consultants for Pets at Home. Our principles Travel should be booked where at all possible through our Travel Management provider Click Travel. In exceptional circumstances where travel has not been booked through Click Travel, any expenses incurred for business needs should be claimed back via expenses. HMRC define expenses as those being wholly, exclusively and necessarily incurred in the performance of duty . The reimbursement levels set out in this policy are designed to govern costs and ensure that the policy isbeing used effectively. All expense claims require approval from an approving manager. However, please note that the limits set out in this policy should not be exceeded. Any claims exceeding these limits would require additional approval in advance. Only expenses that have been inserted and supported with a receipt will be reimbursed.
How and when to submit your expenses
Web expenses We want to ensure that any monies that you have paid out are reimbursed to you as quickly as possible. We therefore recommend that you submit your expenses as soon as possible to ensure that a payment can be processed in a timely manner. All expenses must be submitted within 3 months of being incurred, or before the year end cut off. Appropriately completed and approved expenses received before 1:00pm on Monday will be processed and paid in the same week’s payment run to your bank account which your salary gets paid into. If any of the expenses being claimed are taxable then they will be paid monthly with your salary. To claim for expenses, you must log onto web expenses at https://login.webexpenses.com/we/ the user guide of how to login to web expenses can be found on the kennel https://thekennel.co.uk. Claims submitted via web expenses with the appropriate receipts uploaded should be submitted for approval by your authorising manager who certifies the expense claim. Claims that are sent to the Expenses Team without correct authorisation, outside of the web expense system or outside of policy will not be paid. In this instance, we will let you know why and ask you to make appropriate changes before resubmitting.
Expenses Policy Version 13 2
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