One of the most frequent questions I am asked concerns the handling of electronic receipts when using Expense Management Solutions such as [email protected]
[email protected] forms can be configured to allow employees to attach receipts either at a line level (ie one receipt for each line on the claim) or at a page level (ie one or more pages of scanned receipts attached at a form level rather than line level).
Additionally, [email protected] can be configured to allow the attaching of receipts to be done by the employee or their secretary/proxy. Alternatively some of our larger clients have centralised scanning functions that use barcode technology to link paper receipts to online forms.
A more pressing question for many clients concerns the original paper records and whether these need to be kept. Current HMRC guidelines specifically state that electronic copies of documents are acceptable, however it’s imperative that (a) these electronic receipts are kept in a format and within a system that uses an open architecture (ie the images can if necessary be accessed from another system or via the operating system) and (b) regular backups are taken. These records must remain available for at least 6 years even if servers, network architecture or expense management systems are changed.
With the proliferation of smartphones and mobile applications, many employees are now capturing their expenses “on the go”. For those that opt for this approach, it’s important that these receipts and expense claims are fed into a corporate expense management system such as [email protected] so that the appropriate backups and long term management of the claim data can be assured.
Lost, broken or upgraded mobiles and the resulting loss of data is unlikely to be well received by HMRC in the event of an audit.