I’m surprised at this approach having worked across both the public and private sector. Although the expense claims were submitted electronically they were not approved until the hard copy receipts were also received by the finance team.
It makes perfect sense for the employee to retain a copy of the receipts for audit and accounting purposes, however, I am surprised the authority have put the onus back on the employee to retain their receipts. At minimum surely the employee should scan the receipts and email them electronically to the finance team prior to payment being approved. Is there an option to tag the scanned receipts to the expenses system once received?
Regards
Jane
Best Regards
Jane Proffitt Msc
Proffitt from Records Management Ltd
Office 01788 537301
Mobile 07920128997
[log in to unmask]
Secretary Information & Records Management Society Public Sector Group
We looked at this problem a couple of years ago and concluded that the electronic retention of receipts was completely impractical. We also noted that the retention of receipts was actually an issue for the individual employee rather than the employer and now simply indicate that employees must retain all the relevant receipts for the statutory period. Managers may choose to inspect the receipts to confirm the claim prior to authorising it if they feel it appropriate (or necessary).
Regards
Donald Henderson
Information Compliance Manager
Perth & Kinross Council
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Will Bell
Sent: 09 April 2014 16:24
To: [log in to unmask]
Subject: Travel and Expenses Claims
Good afternoon colleagues,
Can anyone provide any insight regarding local authority processing of receipts associated with mileage/expenses claims?
We already complete electronic mileage claims via our HR system but the receipts associated with the mileage claims are retained in paper format and are therefore separated from the claims to which they relate.
We would like to see electronic claims linked with electronic receipts but this seems fraught with difficulties, if individuals are left to upload documents, how can you quality assure them,not everyone has access to scanning technologies etc but equally we do not want to create work for an individual processing thousands of receipts each month. I can not see much by way of guidance from the HMRC either - does the HMRC require specifically that the original receipts are retained as evidence against VAT claims or will they accept surrogates?
Any insight would be most welcome. Ideally I would like to see each claim for each employee linked with the correct receipt(s) and supporting expenses documentation, providing a claim by claim history for each employee in line with retention and (potential) audit criteria. Is this an unachievable ideal and if so, what is the reality?
Many thanks.
Will
To view the list archives go to: https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK
To unsubscribe from this list, send an email to [log in to unmask] with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK
For any technical queries re JISC please email [log in to unmask] For any content based queries, please email [log in to unmask]
Securing the future... - Improving services - Enhancing quality of
life - Making best use of public resources.
The information in this email is solely for the intended recipients.
If you are not an intended recipient, you must not disclose, copy,
or distribute its contents or use them in any way: please advise
the sender immediately and delete this email.
Perth & Kinross Council, Live Active Leisure Limited and
TACTRAN do not warrant that this email or any attachments are
virus-free and does not accept any liability for any loss or damage
resulting from any virus infection. Perth & Kinross Council may
monitor or examine any emails received by its email system.
The information contained in this email may not be the views of
Perth & Kinross Council, Live Active Leisure Limited or TACTRAN.
It is possible for email to be falsified and the sender cannot be
held responsible for the integrity of the information contained in it.
Requests to Perth & Kinross Council under the Freedom of
Information (Scotland) Act should be directed to the Freedom of
Information Team - email: [log in to unmask]
General enquiries to Perth & Kinross Council should be made to
[log in to unmask] or 01738 475000.
General enquiries to Live Active Leisure Limited should be made
to
[log in to unmask] or 01738 454600.
General enquiries to TACTRAN should be made to
[log in to unmask] or 01738 475775.
Securing the future... - Improving services - Enhancing quality of
life - Making best use of public resources.
To view the list archives go to: https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK
To unsubscribe from this list, send an email to [log in to unmask] with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK
For any technical queries re JISC please email [log in to unmask]
For any content based queries, please email [log in to unmask]