Expenses

What can I claim expenses for?

You can claim for any ‘out of pocket’ business-related expenses. If you're in any doubt as to whether a specific expense will be paid, speak with your line manager before making any commitments or incurring any costs. There are a few main areas where colleagues might incur expenses (or are otherwise important), which are specifically covered in this policy. Wherever possible, you should always use our in-house purchasing processes and procedures, including using preferred suppliers. Any costs incurred by you through making private arrangements, where such alternatives were available, will not be reimbursed. Please also remember that any reference to figures within this policy are limits and not ‘flat-rate’ allowances.

Do I pay tax on expenses?

Not where your expenses have been authorised by your line manager and submitted in accordance with this policy. There may be exceptional circumstances where an expenses claim may not satisfy HMRC rules and may be taxable. At our discretion, we'll make arrangements to meet the resulting tax liabilities, where such claims are reasonable and have been approved by management in advance.

How do I submit my claim for expenses?

You can claim for your expenses by logging on to Zellis Employee Self Service (Your Expenses). You’ll be asked for the date and details of the claim, as well as supporting evidence (like a VAT receipt). Claims should be submitted within 30 days of incurring the expense.

Who authorises my claim for expenses?

Submitted claims will go to your line manager. Once your expense claim has been authorised by them, it will go to our Finance team to be processed. All line managers can approve expenses up to the value of £200 but there are times, as set out within this policy, where certain expenses will need prior authorisation from a more senior manager.

Will my expenses automatically be reimbursed if my manager has authorised them?

Expenses will be reimbursed if they are:

• Claimed in line with this policy.
• Supported by a fully completed claim form which has been submitted through Zellis Employee Self Service.
• Supported by detailed (VAT) receipts.
• Submitted within 30 days of being incurred.
• Appropriately authorised.

Are my expenses paid with my wages?

No, these are processed separately to the normal payroll. Once your expenses claim has been authorised and processed, payment will be made directly into your nominated bank account (where your wages are paid). You can track the progress of your claim in Zellis Employee Self Service.

Can I claim for food and drink?

If you’re travelling for work (outside of the scope of your normal role and duties), we will reimburse you for the cost of your meals, as follows:

• Up to £10 for breakfast.
• Up to £10 for lunch.
• Up to £20 for dinner.

If you’re away for more than one meal in a day, then you can combine the above limits. For example, if you were away for lunch and dinner, you would have a limit of £30 to spend on those two meals. Of course, you would not be able to claim for meal/s already provided (for example, those included as part of an event or overnight accommodation).  You may be able to claim for alcoholic drinks (within the limits outlined above) if consumed as part of a meal.

There may be occasions where you will incur extra expenses on meals for business reasons when you are not staying away overnight. The limits above still apply in these circumstances. You can read more about our expectations around alcohol consumption at work events in our Drug and Alcohol policy.

Can I claim expenses for hosting / entertaining my colleagues?

Not usually. This will only be permitted in exceptional business circumstances and must be authorised by a Senior Manager or Chief Officer.

What journeys can’t I claim expenses for?

Most of us will need to routinely travel for work, including our normal commute. As such, there are circumstances where travel expenses are not payable, including (but not limited to):

• Travel between your home and your permanent place of work (including travel outside of your usual working pattern).
• Travel which is primarily for private purposes.
• Travel which is primarily for business purposes, but which is substantially the same as travel between your home and your permanent place of work.

I need to travel for work (outside of my normal commute). What transport should I use?

When you're travelling for business reasons (e.g. between stores and branches, to meetings and events) you should do so via the most cost-effective mode of transport, considering journey time and cost. Colleagues are generally expected to use their personal vehicle or public transport for business journeys. Alternatively, a company vehicle may be provided. When travelling in a company or personal vehicle, colleagues will be able to claim expenses based on their mileage. This will be paid based on the HMRC advisory rates (including the higher advised rates for journeys undertaken in a personal vehicle).

We’ve listed here when other types of transport may be used:

Am I insured for such business journeys?

You will be covered by the personal accident and travel insurance which is in place for colleagues. Please note that this does not cover loss / theft of personal goods or belongings. Any queries regarding insurance should be raised with your line manager or the Society Secretary.

What do I do about accommodation?

Please speak with your line manager if you’ll need to stay away overnight for work. Hotel bookings should be made in advance so as to achieve the best value for our co-op.

Can I claim expenses for any other costs I incur?

We will reimburse reasonable, personal ‘out of pocket’ expenses up to a maximum of £5 per night of travel in the UK (£10 overseas). If you’re away for more than one night then these limits can be averaged over the duration of the time you’re away.

I’ve got to travel abroad for work. What should I do about foreign currency?

Where possible, you should obtain foreign currency via an East of England Co-op Travel branch. Any cash expenses incurred in a foreign currency should be claimed in pounds sterling using the exchange rate at the time of the transaction.

Can I ask for a cash-advance for expenses if I’m going on a business trip?

In exceptional circumstances, your line manager may be able to authorise an advance. This will be paid directly into your nominated bank account. You must keep all receipts and submit an expense form as soon as you return from the business trip, deducting the advance from the claim.

We recognise that being a member of a professional body may be a requirement for some job roles and offers development opportunities which benefit both the individual and our co-op as a whole. Therefore, we’re pleased to support colleagues by reimbursing their membership fees with specified professional bodies. Learn more in Colleague Benefits & Wellbeing.

We encourage you to complete any courses of interest on our HIVE learning platform. However, if you would like to attend an internal or external training course or event which incurs a cost, you should speak with your line manager before booking / making payment.  In both instances, if authorised (and you’ve personally incurred the expense), you can make a claim as outlined in this policy.