Claiming Expenses

During the course of your employment with Epwin Group you may incur travel or entertaining expenses. You may also incur other personal expenses which should be paid for by the Company.

In order to claim expenses, you must complete a expenses claim form when claiming reimbursement of allowed expenses. In all cases, forms must be printed, signed and sent (with supporting receipts, etc.) to your Finance Team for processing.

When claiming expenses, it is important that you have considered both of the following points:

• Is the expense allowable?
• What proof of purchase exists?

Which expenses are allowable is defined in the Expenses Policy.

You should check that what you are claiming is in accordance with the rules before you submit any claim. If you make a claim that does not fall within the rules it will be disallowed. If you are unsure, then check beforehand with your line Manager or the Finance Team.

All claims should usually be supported by receipts or other similar proofs of purchase, unless it is a claim for car mileage or something similar where receipts are not normally provided.

You should ensure that original receipts are gathered and attached to the completed claim form and, if there are any instances where receipts are not available, a brief explanation is provided.

If you have a UK bank account, we will make electronic payment to this account,

You will need to supply your Finance Team with account you wish your expenses to be paid into.

If your claim includes costs relating to travel, including mileage, public transport, taxis, other fares or tickets, then use this section to provide the necessary details.

For all journeys you should specify a date in the Start Date. If the journey is one way or takes place within a single day then specify that date. If the journey is a return journey that lasts over several days then specify the date of the outward leg.

You will need to specify the return leg of a journey that in total has lasted longer than a single day.

You will need to specify the location from which travel was made from and too.

Business mileage in your own vehicle will be reimbursed at 45p per mile (Inland Revenue Rate).

You should seek authorisation from your manager before using your own car. It is your responsibility to ensure that the vehicle is insured for business use.

Details can be found in the expenses policy regarding reimbursements for hotels, food, entertaining, parking / tools other travel expenses. If you are not sure please contact your line manager or Finance Team

Only once all details have been completed you should gain the authorisation signature of your line manager.

Only once the form has been authorised should it be sent to the Finance Team for processing and payment.