Orange Genie Cover Limited BUSINESS EXPENSES POLICY
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1 Orange Genie Cover Limited BUSINESS EXPENSES POLICY Page 1 of 8
2 What are business expenses? Business expenses are the costs you incur whilst performing the duties of an assignment whilst in our employment. They must be reasonable and must have been incurred wholly, exclusively and necessarily in the performance of your work duties. Business expenses do not include 1. a private/personal expense 2. ordinary commuting 3. an expense that has not been incurred How do I benefit? Income tax is not applied to legitimate business expenses that we pay you. e.g. if your total employment income from us is 1,000 and you have legitimately claimed 400 expenses, 600 will be paid as taxable income and 400 as expenses, which are non-taxable. Why am I able to benefit in this way? Overarching employment contract There is a shared expectation that you will continue to work for us on multiple, successive assignments at temporary workplaces. This is set out in; 1) your offer letter, which you signed when you accepted our offer of employment, and 2) your employment contract We are able to pay you legitimate business expenses incurred in travelling to and from the location of your assignment (temporary workplace). We will not pay your business expenses if; 1) you only expect to be employed by us for a single assignment. As there is no expectation of successive assignments, the workplace will be seen as permanent, or 2) you inform us of your intention to leave our employment at the end of your current assignment. The expectation of successive assignments is removed and the workplace will be seen as permanent. Page 2 of 8
3 Anything else I should know? The 24-month rule We will pay your travel expenses to a temporary workplace provided you expect to visit the workplace for less than 24 months. As soon as you expect to spend more than 24 months the workplace is deemed to be a permanent workplace and the travel becomes ordinary commuting. Once you expect to exceed 24 months at the site, we will not pay the costs for travel and associated expenses, namely subsistence and accommodation. For example, if you know from day 1 that your assignment will last for 24 months or longer, we will not allow you to claim business expenses for travelling to that workplace. Please be aware if you change workplace the change must have a substantial effect on your journey to work to be recognised as a separate workplace. If you travel to multiple workplaces over a 24 month period any workplace attended for 40% or more of your working time will be deemed as permanent. If you leave and come back to a particular workplace the 40% test will be applied. If the workplace is attended for 40% or more over a 24 month period travel, accommodation and subsistence claims will not be allowable. Our system will automatically restrict your ability to claim business expenses based on the information we hold. If you have any questions or require more information on the 24 month rule please contact our Employee Support team at helpme@orangegenie.com or call Verification and audits As part of our robust control processes, we carry out checks on business expense claims in order to satisfy ourselves that we are not making tax free payments incorrectly. We carry out a number of different checks, including Requesting proof of expenditure to back up claims for subsistence Checking claimed mileage against route planners Comparing expense claims with timesheets. At any time, we may have reason to remove an item from a business expense claim or disallow the entire claim. Page 3 of 8
4 Some basic rules You must submit your claims weekly or monthly to match your pay frequency. We will not accept back dated claims. Unapproved claims held on our portal for over 60 days will be removed. All expense claims must be for reasonable expenses that you have incurred wholly, exclusively and necessarily in performing your business duties. You cannot claim for expenses incurred before you became an employee of Orange Genie Cover Ltd. Where receipts are required, you must upload copies of the VAT receipts to correspond with your claim. The expense will not be allowed if you cannot produce a receipt. See VAT on page 13. We will not approve your claim until we have received all necessary and correct information Travel to work and subsistence expenses cannot be claimed when you have worked, or when you know you will work, more than 24 months at one location. When we receive your claim along with your uploaded receipts, we verify that everything has been submitted correctly and in line with our expense policy before approving your claim. You will need to submit your claim and upload your receipts at least 24 hours before you expect to be paid for it to be approved and included in your pay. If your claim and receipts are not submitted at least 24 hours before you expect to be paid, we are not able to guarantee that those expenses will be included with your next payment. Any expenses that are approved but not included in your pay will be paid with future payments. Please note, you must upload your receipts via the contractor portal in order for your claim to be prioritised. We cannot prioritise claims where receipts are either ed or posted to us. Reasons why your expense claim may not be processed in full You have not submitted the claim correctly or claimed for something that is not allowable You have not uploaded all the necessary receipts to support your claim. You have over-estimated your mileage claim; your claims are checked against the AA route planner. If significantly higher than indicated your claim will be adjusted. You have claimed daily subsistence without evidence of travel or a valid reason You have claimed for temporary accommodation which is too close to your normal recorded residence. There is insufficient taxable pay once you have been paid National Minimum Wage for the hours you have worked Page 4 of 8
5 Business expenses in detail What you are able to claim for Use of home as office Your home is designated as your permanent place of work and as you will be carrying out your administrative duties from home, you are allowed to claim an allowance for its use. You may claim an allowance of 4 per week for each week you work. Receipts are not required. This is intended solely for use of the actual space, and does not include such other items as stationery etc, which may be claimed separately. Travel You can claim travel expenses when you have to attend a temporary workplace (or when you travel between temporary workplaces) in order to carry out your employment duties. Travel expenses include the actual cost of travel and the related subsistence rate. If overnight stays are required as part of your travel, you can claim the cost of the accommodation and an allowance for incidental overnight expenses. Please read guidance on your over-arching employment contract and the 24 month rule on pages 1 and 2 Mileage allowance You must be adequately insured for the business use of your vehicle. For use of your own vehicle, allowances are as follows Your vehicle type For business miles in a tax year (starting 6 th April) Up To 10,000 miles Over 10,000 miles Car / Van 45p / mile 25p / mile Motorcycle 24p / mile 24p / mile Bicycle 20p / mile 20p / mile You must upload VAT receipts for fuel. Please ensure that you ask for a VAT receipt from the retailer. You need to provide sufficient fuel receipts to cover the mileage you claim, your expense claim form will calculate and display this value for you. We accept that it is difficult to exactly match your fuel receipts to the amount claimed. Receipts can cover multiple claims and we will ensure that excess fuel receipts are carried over to subsequent claims. Vehicle hire Cost of hire and actual cost of fuel. You must upload VAT receipts. Page 5 of 8
6 Air/Rail/Bus/Ferry/Taxi We expect the standard and price of travel you use to be reasonable. Excess baggage charges are allowable only if you need to carry substantial business materials. You must upload VAT receipts. Other associated costs of travel Congestion charges Parking charges Tolls Travel Insurance You must upload VAT receipts. Travel costs that are not allowable Ordinary commuting and private mileage Parking fines, clamping charges and traffic offence fines. The direct costs of your own vehicle (e.g. fuel, maintenance, repair, car tax, insurance, depreciation), because these costs are deemed to be included in the HMRC approved mileage rates. Subsistence (daily food and drink) Subsistence means food and drink incurred as part of your business travel when you work more than 5 miles from your permanent work place (your home) or if it is unreasonable or not possible for you to travel home at lunchtime. Food must be pre-packaged and purchased on the day the claim relates to, after the qualifying journey has commenced. For each assignment you may claim a scale rate allowance. You must have incurred an expense but you will not need to upload receipts. Where possible, you should keep evidence of the expenditure and retain any receipts you obtain for 6 years. We make periodic checks for proof of expenditure. A normal working day is defined as 9:00AM until 5:30PM. One meal rate (five hour rate) a rate of 5.00 where you have been away from your home for a period of at least five hours and have incurred a cost on a meal. Two meal rate (ten hour rate) a rate of where you have been away from your home for a period of at least ten hours and have incurred a cost on a meal or meals. Please keep a separate record of subsistence expenditure for 6 years. Page 6 of 8
7 Accommodation Accommodation means hotel, bed & breakfast or self catered accommodation at or near a temporary workplace. We expect the standard, price and distance of your accommodation from your home to be reasonable for the circumstances. Claims considered to be too close to your home may be rejected. You must upload VAT receipts. Incidental overnight expenses If you are staying in overnight accommodation for business purposes you may claim a nightly allowance of 5 in the UK and 10 abroad to cover the costs of incidental overnight expenses such as laundry, private telephone calls and newspapers. Receipts are not required. You can only claim these expenses when you claim overnight accommodation. Business entertaining We allow you to claim business entertaining expenses if the entertainment is directly related to the active conduct of your work and is a business meal or event in a place conducive to a business discussion. The people entertained must have a relationship to your work. Details must be noted on the expense claim of the names, positions and companies of each person, and the business reason for the entertainment. You must upload VAT receipts. Business telephone calls (home, mobile) You may claim the full cost of telephone calls for any business calls you make using your home or mobile phone. You need to submit your original itemised telephone bill highlighting the calls made showing the amount, including VAT, and totalled. You may claim for installation and line rental of a separate dedicated business line, provided it is only used for business purposes. You must upload VAT receipts. Otherwise, you may not claim for private calls, equipment, or line rental. Pay as you go top ups are not covered under this policy. Sundry business expenses We allow you to claim the cost of tools, equipment and materials where you have incurred a cost in carrying out the duties of your assignment. You must upload VAT receipts. This section specifically excludes all expenses relating to the service provision or cost of either telephone or internet/broadband facilities. General office expenses You may claim for general office consumables and stationery incurred while performing your work duties. Items such as stamps, envelopes, pens, pencils, writing pads and ink cartridges can be claimed. You must upload VAT receipts. Protective work clothing You may claim for the cost of uniforms and genuinely protective clothing that are worn as a matter of physical necessity because of the nature of the job and where you have incurred the cost. This will typically cover items such as hard hats, protective gloves and boots. We will not pay for the cost of upkeep, replacement and repair of ordinary clothing. You must upload VAT receipts. Page 7 of 8
8 Eyesight test You may claim the cost of an eyesight test where this is necessary for the use of display screen equipment (DSE) in your work. If spectacles or contact lenses are prescribed you may also claim the cost up to a value of A qualified optician must carry out the eyesight test and the original VAT receipt for the test must be supplied. Claims for contact lenses and/or spectacles must be supplied with proof from the optician that the expense has been incurred for DSE use whilst working. You must upload VAT receipts. Subscriptions You may claim for subscriptions to professional bodies where the membership is necessary for the performance of your duties and the professional body is included on the HMRC approved list. You must upload VAT receipts. Work-related training You can claim for the cost of training to maintain up to date skills that are relevant to your current assignment or prospective new assignments that are relevant to your work. You must obtain our approval for the expenditure before you incur the cost. You must upload VAT receipts. Please note, travel expenses can be claimed alongside the cost of the training course. Useful Guides and Information Guides relating to expenses can be found on the Genie Umbrella portal under the expenses section. Dispensation An employer can apply for a dispensation on some expenses and benefits it provides for its employees. This means the employer doesn t need to report those expenses to HMRC at the end of the tax year, and allows it to make tax free payments of expenses to its employees. HMRC have granted us a dispensation because they are satisfied that no additional tax or National Insurance contributions would be payable on the expenses and benefits included in this document and that we have suitably strong control processes in place to approve them. Having this dispensation in place makes it possible for us to carry out the process of paying your expenses as part of your pay, without having the administrative burden of processing P11d documents Page 8 of 8
CONTENTS. Page 2 of 9. 1.0 Introduction page 2. 9.0 Home phone and internet page 8. 10.0 Work related training page 8. 2.0 Business travel page 5
CONTENTS 1.0 Introduction page 2 2.0 Business travel page 5 3.0 Subsistence page 6 4.0 Accommodation page 6 5.0 Use of home as office page 7 6.0 Insurance page 7 7.0 Accounting fees page 7 8.0 Mobile phones
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