Post date: Apr 25, 2016 11:4:45 AM
If there are any questions regarding the topics in this section, please direct them to your Line Manager.
We need to bill jobs to clients promptly in order for us to pay overheads and wages. Without receipts and expense claims we can not close a job down and therefore bill the client.
The more detail entered onto an expense claim form, the quicker you get reimbursed.
_ See Expenses policy
Business Mileage
Weekdays: any business mileage is claimable from your permanent place of employment, that is Southern staff from RH10 9FZ and Northern staff from SK14 2EW.
Weekends: if you have to complete official company business on a weekend (eg Gay Pride even cover, support call response) you can claim from your front door (ie home) to the site.
Business mileage is claimable at 40p per mile if you do not have a company car allowance and 15p per mile if you do have a company car allowance. Regardless of what the HMRC website may lead you to believe, 45p per mile is a maximum figure that HMRC allows without an employee being taxed (up to 10,000 miles) and is not a contractual figure. A company can permit any figure from 0p per mile up to 45p per mile.
Parking on company business will be reimbursed if accompanied by a valid receipt and justification, submit these expenses as above.
Fines, examples of which and not limited to, include; parking, speeding, late payment of congestion charges or Dart Charge, traffic / motoring offences - will not and are not covered by ADXBA and are the responsibility of the individual.
Mileage will be checked against the AA Route Planner website. Fraudulent claims or misuse of this process will result with ADXBA following our disciplinary procedure, which may lead to dismissal.
Subsistence and Equals Cards
This is very similar to expenses above.
There is a daily allowance set by the HMRC that if you are on company business greater than 2 hours from your normal place of work (South team RH10 9FZ and North team SK14 2EW), that you can claim up to £20 for food and beverages per overnight stay. The company policy is £5 for breakfast, £5 for lunch and £10 towards dinner.
Alcohol - It is important to read the ADXBA and site specific alcohol policies; if you are on company business and representing ADXBA, alcohol is not permitted. If in doubt, ask your line manager.
ADXBA is able to issue an Equals card pre-loaded with the correct balance, rather than you claiming back expenses after your stay using the expense form linked to below. If this is preferred, is something you do not currently have and you are interested in then contact HR
Every purchase needs to follow the same rules as expenses, that is, we need receipts and justification - JX number, date, time as a minimum.
Fraudulent claims or misuse of this process will result with ADXBA following our disciplinary procedure, which may lead to dismissal.
https://docs.google.com/document/d/1EcGERyuERuA6-vqa_W3lBelb1I8TvHgT9q178sC-CD8/edit#