**Click here to access the guidance document**
As we continue with our efforts in cash conservation and ensuring that any costs hit our budgets in the correct financial year, we have created some useful support documents for you. These documents also guide you for future financial practices, to ensure that any costs that are incurred are coded correctly, which allows for meaningful financial analysis and aids our future financial planning.
By clicking on the link above, you will open a spreadsheet, on there you will see that there is a tab for each country and within each tab you will find guidance on the following topics:
- Expense recording and coding
- Supplier set up and invoice processing instructions
- The correct budget lines for costs
Please ensure that you follow the guidance and instructions for your location to ensure that expenses are recorded and coded correctly and suppliers are set up as they should be.
Action required by all
As we are now at the end of our financial year, it is essential that any expenses that have been incurred to date are processed/coded by 5pm (UK time) on Monday 16 November 2020 in order to ensure they hit our budgets for 2020.
Please ensure you adhere to the above requirement as it will adversely affect our ability to meet our 2021 targets and an explanation will be required if expenses are not processed in this time frame.
This also includes any supplier invoices you receive. Please process invoices as quickly as possible in order for them to hit this current financial year.
I appreciate for some the process is new, please feel free to reach out to Gemma Pullen, Senior Financial Planning Manager if you require specific assistance. Also if there is additional information you feel would be useful in these documents please let Gemma know.
Applicable to UK employees only
As was explained at the recent town hall, the project support team will no longer be processing Barclaycard and expense claims on behalf of others. An individual’s expense claim (both inputting and correct coding) is their own responsibility and we’ve created detailed instructions in the attached document to support you in doing this.
A couple of key things to highlight:
- If you have a corporate card, it is mandatory to use this where possible, other than in situations where your card is not accepted.
- If you are processing your expenses over 21 days after they have occurred then you need to fill out and submit an exception form to explain the delay [in line with the CUK expenses policy]
- For UK Iexpense queries please email the Expenses Helpdesk as they are set up exclusively to deal with expense queries and processing, please do not contact the project support team with these queries.