1. Claiming your expenses

2. Changes to your way of working
Expenses
Our ways of working for submitting and approving expenses is changing
This presentation takes you through the key aspects of the change
One of a series of presentations detailing changes to our ways of working

3. Expenses – definitions
Raise an expense claim and attach scanned receipts
Reviewed and approved by line manager
Audited by Finance Shared Service Centre
Get paid
First time you submit an expense claim you need to send in your bank details to ensure payment
You must raise an
expense claim in line
with Kier’s expense policy
Expenses must be claimed against correct project and task number
If you have not done so please undertake the iExpenses training

4. Expenses – the big changes
ALL Kier employees expense claims will be processed through Oracle
Expenses MUST be claimed against Project Number and Task Number
Enforces the current Kier Expenses policy, bringing rigour
Claims are sent to your Line Manager for approval
ALL expense claims are audited, against Policy
Depending on the expense type, payment is either made through:
Your nominated bank account
Payroll for taxable expenses / Smart Miles (as applicable)
Implications & consequences :
Delegation for those who do not use a Computer
Delays due to missing or incorrect information
Enforcing best practice and control
Timely action to for prompt payment

5. Types of expense claims
Taxable expenses – paid through payroll
Need to be submitted and fully approved by line manager and Finance Shared Service Centre prior to payroll cut-off date to be paid in same month
Smart Miles
Non taxable ‘out of pocket’ expenses – paid directly into bank account
Mileage expenses
Non-mileage expenses

6. Employees
If the employee has no access to a computer they will be advised who the delegate is to input their expense claims
There are 2 templates for expense claims
When entering mileage claims you need to be aware that you have to enter to and from postcodes and the audit process uses Google maps as its reference for the mileage claimed
In the event that you do not follow the shortest route for specific traffic reasons you must provide an explanation eg. Roadworks, road closures, flooding, quicker etc
Mileage expenses
Non-mileage expenses
Smart Miles

7. Pay dates and payroll process deadlines
Line managers
You will receive notifications on expense claims from your team which you should review again policy and either approve or return
Make sure the correct project and task number is used in the expense claim
SmartMiles must be approved prior to payroll cut-off to ensure payment in the same month
If you are an iExpenses approver and you go on holiday, you will need to set a new approver. Vacation rules are in Expenses online training.
Month
Year
askHR Deadline
Pay date
December
2016
12th
23rd
January
2017
16th
27th
February
15th
28th
March
April
13th
May
26th
June
July
17th
August
14th
25th
September
October
November
11th
22nd
Pay dates and payroll process deadlines

8. What you need to do before go-live
Do the online training covering the iExpense process here.
Read the expenses policy and familiarise yourself.
Submit all outstanding expense claims well in advance of go-live
Keep your receipts for all expenses incurred before and after go-live, so they can be submitted to support your claim in Oracle iExpenses – for example VAT receipts for fuel claims
Check your Line Manager is correctly shown in the HR data (your implementation team will explain how this data is gathered and checked) – your Line Manager will check / approve your expense claims
Confirm the Project Numbers and Task Numbers you will be claiming expenses against (your implementation team will explain how this information is captured and communicated)
If you are leaving the business after the last COINS expenses run (16 December) and before Go Live on 9 January you will need to contact FSSC – and request a legacy paper expense form to complete. You will then need to submit the claim to FSSC and the payment will be made.

9. What you need to know on go-live
Claims approved before 10th of the Month will be included in the same month’s payroll, otherwise it will appear in the following payroll
Google Maps is the agreed tool by which mileage is validated, against postcodes entered. If you’ve taken an alternative route then clearly describe the reason for doing so in the notes section of the claim.
Ensure you know which Project Numbers and Task Numbers to claim expenses against.
A claim over £500 will be forwarded via iExpenses to the business Finance Director / Managing Director for approval

10. Expenses – Training Demo
[ED. NOTE – need Kier network access to view???]