Reference:
Request detail:
Please could you answer some questions about how you are currently handing your spending at the Authority:
Travel & Expenses
What finance system do you use?
What system do you use to manage and process your staff’s expenses?
What is the expense process?
How long does it take on average to process 1 expense claim?
How many expense claims were made in FY21/22? And what was total value of expense claimed in FY21/22?
Can your staff submit expenses remotely?
How are you claiming VAT on mileage? Do your staff have to deduct commute from mileage manually?
What percentage of expense claims are you auditing?
How many FTEs (full time employees) do you have processing expense claims?
What is the average time to reimburse your staff’s expenses?
How are you reporting on expense spend?
Are there direct data integrations for expense spend directly into your main finance system? Alternatively, are they bulk uploaded via JPEG etc.?
Invoices
What system do you use for managing/processing invoices?
What is your current invoice process for handling supplier invoices, from receipt to when it is posted in the ERP/finance system and ready for payment?
How many invoices were processed in FY21/22?
How many FTEs (full time employees) do you have in your accounts payable team who process invoices?
What percentage of invoices were paid late in FY21/22?
Do you use Optical Character Recognition (OCR) to scan invoices?
Do you have to manually validate the scanned invoices from the OCR capture?
Do you currently have a PO system or a non-PO system? If you use both types – what is the percentage of PO invoices vs. non-PO invoices?
Are you claiming VAT on invoices? If so, are you doing this in-house?
How are you currently reporting on invoice spend?
Response detail:
Thank you for your Freedom of Information request. Please refer below for the information requested.
Travel & Expenses
What finance system do you use? - Agresso
What system do you use to manage and process your staff’s expenses? – My View
What is the expense process? Expense claims for mileage, subsistence and out of pocket expenses are made by the employee using My View
How long does it take on average to process 1 expense claim? – Information not recorded
How many expense claims were made in FY21/22? And what was total value of expense claimed in FY21/22? 375 £11,336
Can your staff submit expenses remotely? - Yes
How are you claiming VAT on mileage? Do your staff have to deduct commute from mileage manually? % of HMRC rate/Yes
What percentage of expense claims are you auditing? 100%
How many FTEs (full time employees) do you have processing expense claims? 1
What is the average time to reimburse your staff’s expenses? – Information not recorded
How are you reporting on expense spend? – Via usually monthly budget monitoring cycle
Are there direct data integrations for expense spend directly into your main finance system? Alternatively, are they bulk uploaded via JPEG etc.? – Actioned via payroll interface
Invoices
What system do you use for managing/processing invoices? - Agresso
What is your current invoice process for handling supplier invoices, from receipt to when it is posted in the ERP/finance system and ready for payment? Invoices entered on system – authorised by budget holder – then released for payment by Finance team.
How many invoices were processed in FY21/22? – 4,728
How many FTEs (full time employees) do you have in your accounts payable team who process invoices? 2
What percentage of invoices were paid late in FY21/22? – Information not recorded
Do you use Optical Character Recognition (OCR) to scan invoices? No
Do you have to manually validate the scanned invoices from the OCR capture? No
Do you currently have a PO system or a non-PO system? If you use both types – what is the percentage of PO invoices vs. non-PO invoices? PO % not recorded
Are you claiming VAT on invoices? If so, are you doing this in-house? Yes/Yes
How are you currently reporting on invoice spend? Via usually monthly budget monitoring cycle
