Dear All,
I was intrigued by this issue. At a previous authority, I was told to submit receipts because the authority needed them to claim VAT so receipts had to be submitted even though the line manager approved the payment.
Does anyone know why an authority would need an employee to submit receipts? I know that some authorities used to request and retain copies of the staff insurance policies until it was pointed out that this was excessive processing under the DPA as the authority only needed to know that the member of staff had insurance, ie verified by the manager inspecting the document, rather than retaining copies of it for 6 years!.
Any insight into why an organisation would need to retain mileage receipts would be appreciated as it would have potential DPA and RM issues that need to be addressed.
Thanks
Lawrence
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Donald Henderson - CHX
Sent: 10 April 2014 08:39
To: [log in to unmask]
Subject: Re: Travel and Expenses Claims
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 seperated from the claims to which they relate.
We would like to see electronic claims linked with electroninc receipts but this seems fraught with difficulties, if individuals are left to upload documents, how can you quality assure them,not everone has access to scanning technlogies 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
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