FOI2022/00405: Expenses and Invoices
Case reference FOI2022/00405
Published 3 April 2023
Request
Request Received: 20 December 2022
Please could you answer some questions about how you currently handle your spending:
Expenses
1. What finance system do you use?
2. What system do you use to manage and process your staff's expenses?
3. What is the expense submission & reimbursement process?
4. What is the current approval workflow for expense claims?
5. How long does it take to process one expense claim?
6. What is the current period of reimbursement (from submission) for staff expenses?
7. How many expense claims were made during your last financial year? And what was total value of expense claimed?
8. Can your staff submit expenses remotely?
9. Are staff able to submit claims on their mobile device via a dedicated application?
10. If you are allowed, how are you claiming VAT back on expense claims?
11. What percentage of expense claims are audited?
12. How many full-time-employees (FTEs) do you have processing expense claims?
13. Which department oversees / owns the expense processes/workflows?
14. Who is the named contact within the organisation who owns the expense process?
15. Can UK Research and Innovation procure their own services or is it a shared services centre?
Invoices
1. What system do you use for managing/processing invoices?
2. 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?
3. How many invoices were processed during your last financial year?
4. How many FTEs (full time employees) do you have in your accounts payable team who process invoices?
5. What percentage of invoices were paid late during your last financial year?
6. What is the approval workflow for Invoices?
7. Who is the named contact within the organisation that decides which systems are upgraded each year?
8. Do you use Optical Character Recognition (OCR) to scan invoices?
9. 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?
10. Are you claiming VAT on invoices? If so, how are you doing this?
11. Can UK Research and Innovation procure their own services or is it a shared services centre?
Response
Response Sent: 25 January 2023
Full details of this response are provided in the attached document.
Documents
This is UK Research and Innovation's response to a freedom of information (FOI) or environmental information regulations (EIR) request.
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