Finance Policies & Processes
Expenses
Expenses are entered and administered on Maconomy. No one likes expenses but in order to make the process easier please follow our process, the following documents should help:
Read expenses policy via local Egnyte
Please copy and paste the following folder path: I:\Shared\Knowledge, Library and Templates\Finance Library\Policies
Submit
Deadline is on third Monday of the month; we will send you reminders a few days before and a calendar invite for the submission date itself.
Approve
Project managers must approve expenses within 3 working days from submission. Responsibility for chasing approvals lies with the employee claiming the expense not the finance team; you will be sent calendar reminders to carry out approvals.
Verify
Finance team will check your expenses, and on occasion you may be asked to correct entries or provide additional information. In instances where additional information needs to be added to the claim, approval will need to be carried out again. To avoid delays please provide description of your expenses in following format:
Travel
Date / initial / service / destination/ reason i.e.:
12/03 BG rtn train Lon-Leeds to new client meeting – Tetley Brewery or 12/3/BG accommodation in Leeds 2 nights new client meeting
Entertainment
Date / initial / service / description / no of people attending i.e.: 13/03 BG monthly team lunch 5 people or 12/3 BG new client lunch (3) Tetley Brewery J Smith
Pay
Payment will be made on the last working day of the month.
Missed deadlines
Finance will accommodate where possible but please try to keep within the above timetable, as during busy periods it might not be feasible to process your claim outside of the regular pattern.