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Published by , 2018-10-30 10:10:32

Time and Expense Reporting Policy (1)

Time and Expense Reporting Policy (1)

Time and Expense Reporting Policy

1. Working out with the office

If you are working out with the office, or have to leave the office for a meeting during the working
day, it is important that Presence is updated with appropriate detail (eg personal mobile and home
number) so that you can be contacted if necessary.

2. Completion of timesheets

The firm charges fees to clients based upon time spent on their affairs. You are required to record
in full the time spent on clients’ affairs, whether in the office or elsewhere, and on all activities
not chargeable to clients.
Timesheets must be completed on a daily basis and submitted for approval on a weekly basis, by
midnight on a Sunday.
Timesheets will be approved by 10am Monday morning for processing by the Finance team.

3. Travel between offices

As the firm continues to grow we must all adopt a flexible approach to location and travel to
accommodate both the needs of the business and of our clients.
Travel time between offices is not chargeable as overtime (either to be paid out or TOIL). Any work
done over and above your contract hours whilst travelling should be recorded on your timesheet.

4. Travel time

Arrangements for each client must be agreed with the person responsible for the assignment prior
to the start of the work.
When working at client premises, you should arrive to commence work at 8.45am, unless an
alternative start time has been agreed between the client and the firm.
It is deemed that the first 30 minutes of travelling would be your “normal” time from home to
office and therefore only travelling time in excess of this should be charged to the client.

5. Travel for training courses

Many training courses that you attend will extend beyond normal working hours.
As course attendance is to aid your own personal development, as well as benefit the firm, time in
excess of your normal contract hours cannot be claimed as overtime (either to be paid out or TOIL)
nor can time spent travelling to or from a course.
Travel, accommodation and subsistence costs for attendance at training courses are subject to the
same rules as for business travel. See Travel Policy for full details.

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Time and Expense Reporting Policy

6. Weekend travel

If you are required to travel for business purposes at the weekend the maximum time that can be
recorded on your timesheet, and taken back at a later date, is 7.5 hours, whether the time is
chargeable to a client or not.

Time spent travelling to/from and at the airport is not chargeable. Any work done during this time
should be recorded on your timesheet.

7. Business entertaining

The firm recognises that business entertaining can provide opportunities to grow our business, win
new client work and strengthen business relationships.

Every member of staff has an obligation to help to grow the business, and this can be achieved
successfully with the appropriate entertaining.

Any entertaining for clients or contacts must be approved in advance by the appropriate client
partner, and employees involved in entertaining clients must submit:

details of the individuals whom you wish to invite;

the name of the organisation that they represent;

the nature of the entertainment, including date and location; and

the business case for the entertainment.

Client entertaining expenses must be kept to a reasonable level and recorded on an expense claim
with full details of the costs incurred, along with receipts for each expense.

The most senior person attending the event should incur any expenses and submit the appropriate
expense claim.

The firm reserves the right not to reimburse any expenses that do not have sufficient supporting
document or are not correctly authorised.

Acceptance of entertaining by guests must be in accordance with their own business policies.

8. Business entertaining – time recording

It is likely that certain business entertaining events will take place out with normal working hours.
Business entertaining is integral to the business, a key part of the role and an excellent opportunity
to build your network. This will require an investment of your own time and can not be claimed as
overtime, either to be paid or as TOIL.

9. Expense claims

The firm will reimburse you for actual expenditure that is incurred wholly, necessarily and
exclusively in connection with your authorised duties.

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Time and Expense Reporting Policy

All expenses (both non-chargeable and rechargeable to clients) should be claimed via Practice
Engine expenses.

All expense claim should be made on a weekly basis with the expenses correctly categorised for
VAT purposes on each expense claim.

Expenses will not be paid unless supporting evidence is provided. This should include all bills,
receipts and VAT invoices, with the date and time of the transaction.

Payment is made by BACS directly to your nominated bank account.

10. False claims

If the firm considers that any expenditure claimed was not legitimately incurred on behalf of the
firm, it may request further details from you.

The firm will thoroughly investigate and check any expenses claim as it sees fit, and may withhold
payment where insufficient supporting documents have been provided.

Where payment has been made to you prior to the discovery that the claim was not legitimate or
correct, it may deduct the value of that claim from your salary.

Any abuse of the firms’ expenses policy will not be tolerated. This includes, but is not limited to:

false expenses claims;

claims for expenses that were not legitimately incurred;

claims for personal gain;

claims for hospitality and/or gifts to induce a client or other business contact to take improper
action; and

receipt by you of hospitality and/or gifts from business contacts that may be perceived to
influence your judgment.

Breaches of this policy will be dealt with under the firm’s Disciplinary Policy and, in serious cases,
may be treated as gross misconduct leading to dismissal without notice.

In addition, the firm may report the matter to the police for investigation and criminal prosecution.

11. Data protection

Any personal data collected in line with the operation of this policy will be processed in accordance
with our Privacy Notice.

12. Contractual effect

This policy does not form part of your contract of employment except to the extent that it imposes
obligations on you. We may amend this policy at any time and may vary it as appropriate to a
particular case.

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