Logging Expenses

General expenses include:

• Travel expenses

• Food, drinks, substance

• Tickets to events

• Training courses

Key points

1. All expenses are paid on a Quarterly Basis

2. Driving Expenses logged via Sheet in Google Drive

3. All other Expenses must be logged in Xero (App or Website)

Quarterly payments

Q1: January, February, March

Q2: April, May, June

Q3: July, August, September

Q4: October, November, December

Q1: Paid in March payroll

Q2: Paid in June payroll

Q3: Paid in September payroll

Q4: Paid in December payroll

Note: All expenses logged before end-of-quarter payroll run will be paid along with monthly pay. Any missed payments will be migrated to next quarter.

Driving expenses

Driving expenses are for team members who must travel for work purposes and drive their own vehicle. For example driving to a team meetup or sales meeting.

Driving insurance

Only team member with valid insurance will be able to claim back driving expenses. To validate your insurance must speak to your insurance company to update your policy to include business travel and travel for work.

Once your policy has been updated this must be shared with the company Managing Director for review. Once this has been reviewed and agreed to be compliant written confirmation will be sent confirming that driving expenses can be claimed.

Logging driving miles for review

Driving expenses milage is tracked and paid back at the standard rate below:

• First 10,000 miles: 45p per-mile

• After that: 24p per-mile

All miles should be logged via Spreadsheet in Google Drive. Each employee will have their own expenses sheet for this purpose which will look something like this:

Note that these are test examples – the ‘Notes’ field must show a description of your travel

When logging driving using this sheet you need to add:

1. Date – The date of travel

2. Notes – A description of the trip, be as descriptive as possible

3. Mileage – The number of miles traveled, use Google Maps or similar to check any journeys

All other options in the driving expenses spreadsheet are automatic and will give you a running total of your milage and expected quarterly expenses payments.

Logging general expenses

All other expenses must be logged using Xero. You should check with your manager to ensure you have an active account in Xero before starting this process.

Using Xero

When logging expenses in Xero you can either use the web app (go.xero.com) or install the iOS or Android app on your mobile device.

Logging expenses is a straightforward process but you must ensure to display evidence in the form of a receipt or payment log for all expenses.

This can be done via Xero by uploading a photo or image of the expense, see below:

 

Getting paid

All expenses will show up in your monthly wage slip as additional payments and will display alongside your standard monthly pay.

 

If you have any issues with payment or incorrect amounts please consult with your manager.