Completing the expenses claim form

What is this about?

 

This webpage guides you through the significance of each section on the expenses claim form and explains the requirements for a successful expense claim submission.

 

Important information

 

A copy of the current Brookson Solutions Limited Expenses Claim Form (IPS-EX-F001) is available from our Employee Relations Team.

Please contact our Employee Relations Team on 0845 058 1555 or 01925 235 758 or email umbrella@brookson.co.uk should you need any additional advice or assistance.

 

Page 1 - Personal Information

 

This includes basic information including your name, your Brookson Unique ID and your mobile telephone number, email address and worksite telephone number. This is to enable us to contact you in case of a query.

It also includes the date you started at your current work site and your job title. It is important that you complete this date (if you worked at your current worksite prior to commencing your employment with us you should state that date) as it enables us to check that you are entitled to claim travel and subsistence costs incurred in attending the work site.

 

Travel and subsistence claims

 

In this section, details of vehicle make, model, cc and mileometer reading at the start of the journey and registration number should be shown in the first table.

In the second table, details of the date of the journey to your main work site, the reason for and destination of the journey and the mileage are required.

It is important that the reason for each journey is clearly stated so that the business nature of the journey can be easily identified and supported in case of a future query.

If the journey was to a temporary worksite, you incurred the cost of food or drink during the journey and you were away from home for over 5 hours this section also allows you to claim a subsistence allowance for that day. More details on this allowance can be found in section 1.9 of our expenses policy (Brookson Solutions Limited – Tax Deductible Reimbursed Expenses).

The third table is for use when you are travelling to destinations other than your main work site (i.e. for other business purposes). The reason for and destination of the journey are required so that evidence is held as to the business nature of the journey.

 

Other expenses

 

If you have any other expenses to claim you should tick the box and complete the second page of the claim form.

 

Declaration

 

This section requires you to sign as confirmation that the expenses claimed are business related and that you have read and understood the Brookson Solutions Limited - Tax Deductible Expenses - Brookson Guidelines which are available from the Members’ Area on the Brookson website. This confirms that you are claiming the expenses in line with our expenses policy.

 

For Office Use Only

 

This section is for Brookson’s internal purposes. The two boxes are used to signify processing of the claim and the date on which the expenses are input.

 

Page 2 - Other Expenses

 

This page is to be used if you are claiming expenses other than mileage in your own car or the daily subsistence allowance. You should divide the expenses being claimed into sections. These are:

  • Travel and other subsistence expenses,
  • Incidentals. tools and work clothing, and
  • Professional Fees.

 

Travel and other subsistence expenses

 

are likely to include the following items:

Travel & Subsistence

This covers all travel costs, with the exception of private car mileage and daily subsistence allowance, together with claims for the £5 or £10 per night Incidental Overnight Expenses Allowances.

Accommodation

This covers hotel, motel and rented housing costs.

Meals

This covers any food costs incurred if you are not making a claim on page 1 for the daily subsistence allowance. You are likely to claim for this if you are staying away from home and you therefore do not qualify for the daily subsistence allowance as your daily journey is not from you home to your worksite.

Incidentals / Tools / Works clothing expenses are likely to include items not covered by the other categories. There should be relatively few claims under this heading. Claims under this heading should not include any element of personal use.

 

Recording the expenses

 

Each expense being claimed on page 2 should be entered under the appropriate heading. The dates on which each expense was incurred and the reasons for it should be entered against the same line number, which should also be referenced on the original receipt. It is particularly important to identify the reasons for the expense as this forms the basis of verification that the expense is allowable in line with our expenses policy. The net amount of the expense (i.e. excluding VAT), the corresponding VAT and the gross amount (i.e. including VAT) should be entered in the right hand boxes, as marked.

For purchases incurring non-UK VAT (or Sales Tax), treat the total amount both as gross and net and do not show anything in the VAT column.

The total amounts (net, VAT and gross) for each category should then be entered into the boxes at the bottom of each individual section, and these should then be added-up to produce a grand total for net, VAT and gross respectively. Grand Totals should then be entered in the three boxes at the bottom right of this page of the form.

 

Required Supporting Documentation

 

To avoid delay in processing expense claims, it is essential to follow correct procedures. Forms that are incorrectly or partially completed will not be processed. Valid supporting documentation must be supplied. No expenses will be recorded without a valid, original receipt, copies are not acceptable.

A valid receipt means a receipt that:

  • is dated,
  • shows the name, address and VAT registration number of the supplier of the goods or services,
  • provides an understandable description of the goods or services supplied,
  • shows amounts relevant to the goods or services, and
  • shows the VAT rate being applied

Insufficiently clear and detailed receipts will not be processed. For example, where the receipt relates to expenditure overseas, it is important that the you write a clear explanation of the nature of the expense on the face of the receipt.

 

Other Guidance

 

If your assignment allows you to invoice either the agency or client for mileage, or other expenses, the expenses to be invoiced must be notified to us by you on a weekly / monthly basis when sending in invoice instructions (hours/rates) for the period. Brookson will not raise invoices on the basis of expense claims submitted without this additional notification.

In addition, to claim reimbursement of these expenses from us you are also required to complete a Brookson Solutions Limited expenses claim form.

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