ASOS Expenses FAQ & guidance on VAT receipts

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1 ASOS Expenses FAQ & guidance on VAT receipts Q: What do I need to attach to my expense claim? A: Each line of your expense claim needs to be supported by a receipt (or image proving you are in possession of the purchase). You are able to upload receipt images by either scanning them in and uploading from your computer, or taking a photo with your mobile device. The system will let you upload more than one document for each line of your claim, so if you need to attach confirmation from an Executive Director as well as your receipt you can do so. Q: What do I do with my paper receipts? A: If you are based in the UK, once your claim has been paid your receipt images will be stored on our system database. If you are based at an ASOS office outside the UK, your receipt images will also be stored on our system database. However, in addition you will need to submit your original receipts (in an envelope clearly quoting your unique claim number) to the local office manager, who will retain these for local tax purposes. Q: How do I claim expenses in a foreign currency? A: If you have expenses to claim in more than one currency, please split them so that you have one currency per claim. You are able to enter the amount you paid in the currency, as well as verifying the amount that was debited from your credit card in your home currency. This will ensure you get reimbursed the exact amount that you paid. If you were dealing in cash (and don t know the exchange rate), the system will calculate the exchange rate for you using the date of purchase to derive the exchange rate. Q: Who needs to approve my expenses? A: Your expense claim will follow an approval route as follows: 1. Your line manager. 2. An Executive director will need to approve your expenses if your claim is greater the claim threshold. The thresholds are for retail employees and for non-retail employees. 3. If you are claiming for items that are deemed to be out of policy, or items older than 1 month, your claim will be sent to the Finance Director for approval. 4. Accounts Payable will review all claims before passing for payment. Page 1 of 6

2 Q: How will my manager know to approve my expenses? A: Your manager will be alerted once a day when they have expenses that they need to approve. Your manager will have the ability to approve your expense claim as soon as it is submitted; however they will not be alerted via until the following day. Q: What happens if my line manager is away? A: Your claim will be automatically escalated after 4 days if not approved by your line manager. The Expenses Team are also able to redirect your claim after 5 days if your escalated approver is also out of office. Q: What does it mean when my claim has been Passed for payment? A: Passed for payment means that your claim has been through all necessary checks, and is scheduled to be included in the next payment run. Q: How often do you pay expenses? A: Expenses are paid weekly on Wednesdays. We always aim to keep to this weekly schedule, however bank holidays, busy periods and other factors may mean that at times you might not receive your payment on the day you expect. We endeavour to make you aware of any delays should this happen. Expenses received by CoB Friday with correct approvals and subject to AP validation will be paid on the following Wednesday. Q: Where do my expenses get paid to? A: All payments are made to the same bank account details you have stored on PeopleHub for payroll. Q: How will I know my claim has been paid? A: Once your payment has been submitted to the bank you will receive a remittance advice via to your ASOS address. Q: When will the payment clear in my account? A: Once you have received a remittance, the payment will arrive in your account in 3 working days. Typically, if payments are processed on a Wednesday, money will be in your account on Friday. Page 2 of 6

3 Q: Who can help me if I have a query? A: Please get in touch with the team at [email protected], or alternatively visit us in finance. Q: How do I know what I can claim? A: The expense policy can be found on the intranet or alongside this document in the ASOS Expense system. Page 3 of 6

4 Guidance on VAT/tax receipts There is often confusion around whether a receipt is a VAT It is important that you classify your receipts correctly, as it determines whether ASOS can claim any VAT element of the expense back from HMRC. Some small businesses may not provide a VAT receipt unless you specifically ask for it. A VAT receipt must contain the following details: The sellers name and address Sellers VAT number The date of purchase A description of goods or services purchased The VAT total itemised on the receipt e.g Name and address of business issuing Date of purchase Description of goods purchased. VAT number displayed Page 4 of 6

5 Card receipt vs VAT receipt When paying by card, you will receive two receipts for a purchase. One is a card receipt and the other a VAT You will need to supply the VAT receipt with your expense claim. e.g VAT Supply with expense claim Card Not sufficient as a VAT Page 5 of 6

6 Examples of receipts that are not VAT receipts The following receipt images do not contain all information required to classify them as a VAT These receipts do not contain the address of the business issuing the receipt, or a VAT number. Therefore they cannot be classed as VAT receipts. Page 6 of 6