expensesProcessing:

expensesProcessing is split into 3 elements that can be purchased as a whole or individually:

1. expensesCPS (Claimant Payment Service)

expensesCPS is available to all contracted customers of expenses. The service enables organisations to remove the administrative cost and time involved in managing the final step in reimbursing expenses; once a claim has been approved Software Europe will process the payment and recompense the claimant.

A complete statement for each payment period will be sent to your Finance Team, who will then be able to report on this data and conduct all necessary audits and analysis.

2. expensesValidation (Receipt and Claim Validation)

To ensure maximum VAT reclamation it is essential for your employees to submit their business expenses with valid VAT receipts.

Software Europe will verify that all receipts submitted that should contain valid VAT information do so.

Calculating the correct VAT amounts to reclaim can be complicated, with numerous variables which even the VAT officer doesn’t always fully understand.

It is imperative that your organisation claims the correct amount of VAT if you are to avoid unnecessary billing from HMRC. Software Europe strives to ensure your company does not lose money that is owed and due, plus, you do not over claim.

This service enables organisations to outsource their UK and European VAT reclamation and ensure full VAT compliance throughout the expenses claim process.

3. expensesScan (Receipt Scanning and Storage)

Save valuable time verifying that receipts are valid and belong to a particular claim. Software Europe will collate all receipts in order to scan and upload into expenses the receipts are then assigned to the appropriate claim.

If you have the appropriate dispensation from HMRC, this will allow you to dispose of the old receipts. Alternatively, these can be archived for future reference if your local HMRC officer wishes to view them.

Storing receipts can be quite costly and seemingly unnecessary once expenses claims have been reimbursed. HMRC see things differently. Utilising offsite resources Software Europe will ensure the secure storage of all your receipts, for a specified time period or until receipts are no longer needed to be audited by HMRC.

expensesAudit

Having spent many years analysing and evaluating the business expenses claim process Software Europe have gained vast experience in effectively managing this expenditure and are available for consultancy.

All data within expenses can be reported on, sorted, grouped and totalled as required. Allowing you to effortlessly keep track of costs, break down expenditure, and instantly see what – or who is costing you the most, and why.

Software Europe will provide various reports on your expenditure, monthly, quarterly and annually, showing everything that you may like to know about your expenses such as:

1. Expense items subject to VAT
2. Amount spent per claimant and/or department
3. Out of policy exception alerts
4. Mileage reports revealing excess mileage claims to similar locations

Software Europe will also analyse your spend and recommend ways of reducing your budget whilst highlighting potentially fraudulent claims.

expensesCare

Corporate legislation now means that the expenses administration team now have more duties and responsibilities than ever before. expenses contains many features that ensure the expenses administration team are meeting corporate policy objectives, and that their employees are complying with legislation such as Duty of Care.

The expenses services team, under your control, will manage and enforce your Duty of Care requirements. Our team would liaise with your claimants to validate their insurance policies for business use. Checks on driving licence validity and vehicle tax compliance will also be managed under the expensesCare service. Please contact your account manager for details.