Finance Systems - Find a freedom of information request

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 process?

4. How many expense claims were made in FY21/22? And what was total value of expense claimed in FY21/22?

5. Can you submit expenses remotely?

6. How are you claiming VAT on mileage? Do your staff have to deduct commute from mileage?

7. What percentage of expense claims are you auditing?

8. How many FTEs (full time employees) do you have processing expense claims?

9. What is the average time to reimburse your staff's expenses?

10. How are you reporting on expense spend, PSA expense types and scope 3 emissions reporting?

11. What are you biggest categories when it comes to Travel Spend?

12. What system do you use for managing/processing invoices?

13. 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?

14. How many invoices were processed in FY21/22?

15. How many FTEs (full time employees) do you have in your accounts payable team who process invoices?

16. What percentage of invoices were paid late in FY21/22?

17. Do you use Optical Character Recognition (OCR) to scan invoices?

18. Do you have to manually validate the scanned invoices from the OCR capture?

19. 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?

20. Are you claiming VAT on invoices? If so, are you doing this in-house?

21.How are you currently reporting on invoice spend?

1. Unit 4 Business World.

2. Unit4 Business World

3. Claims are entered in Business World, approved by the line manager and processed into the payroll side of the Business World system for payment

4. 4,888,553 / £2,520,209.60

5. Yes expenses can be entered in to the system while not in the office.

6. VAT on mileage is claimed at 20% Yes travel is paid for mileage over the usual commuting miles

7. There is no set percentage of claims audited. This will depend upon decisions re audit samples at the time.

8. 2.0 FTEs.

9. All claims are paid a month in arrears through the payroll.

10. Expense spend is reporting internally, and will only be reported externally for transactions over £500 (as required by local authority Transparency regulations). We do not report on PSA expenses types or scope 3 emissions.

11.Mileage

12. Unit4 Business World

13. Invoices are sent to our third party provider,Serco, who use Proactis to scan the invoices and produce xml files to be loaded into Business World

14. 165,000

15. We currently have 2.0 FTE who validate invoices and approve them into the ERP system

16. 2.9%. Pay performance during this period was 97.1% on time

17. Yes Proactis

18. Yes

19. Approx 90% P/O 10% Non P/O

20. Yes, and yes this is done in house.

21.Through Unit 4 Business World