Invoice #216486 to Silver Screen

Fotonow CIC acknowledges that its employees may incur expenses in the carrying out of their role.This policy sets out the Company’s stance on the scope, authorisation and reimbursement of those expenses.

Expense claims must be supported by receipts to evidence expenditure. In addition, claims will only be processed where the Company considers the employee’s expenditure to be reasonable and necessary. 

Misuse of the Company’s expenses policy is considered to be a disciplinary offence under the Company’s disciplinary procedure which may result in the employee’s dismissal.

Noted below are the most common types of expenditure for which The organisation will reimburse the cost. The cost of other expenditure may also be reimbursed, however, employees must always seek authorisation from their line manager before purchase.

Employees should:

 

Business mileage may be claimed at the following prevailing rates:

There will be no reimbursement of home to office mileage and return, except in the case of home based employees travelling from home to offsite project / delivery. 

Where such travel has been approved and it is necessary to undertake travel at extremely short notice, any travel paid directly by the employee will be reimbursed through the expense claim process, for which a receipt must be provided.  In normal circumstances, such travel is to be booked through the Company. 

Note: Fotonow has declared a climate emergency and ALL travels plans should be explore with respect to the Company’s climate emergency plan 

Parking, road tolls, underground, taxi and bus fares will be reimbursed as appropriate, but usage must be appropriate and supported by receipts. 

Expenses incurred when travelling from home to your usual/designated Company office will not be reimbursed.

Overnight accommodation will only be approved when significant travel has to be undertaken and will only be authorised in respect of early morning work.  

In certain circumstances, The organisation will provide you with an overnight accommodation allowance. Where overnight accommodation is authorised and booked, this will take the form of bed and breakfast accommodation only. The reasonable cost of an evening meal (£20 maximum) will be reimbursed which must be supported by a relevant receipt.  

When on a business trip away from the employee’s home/normal work town, Fotonow will provide a £10 lunch allowance (again must receive receipts) 

Where employees have been authorised to entertain clients, The organisation will reimburse costs on production of receipts via the expenses procedure. It is normal practice for the most senior employee present at the event to produce an expenses claim in relation to client entertainment, however, if this is not possible, the claim can be made by another employee. The claim must be authorised by the most senior employee present. Where all employees are of the same seniority, only one employee should incur costs and present a claim. 

Company Pleo (Expenses) cards are to be used for business purposes including but not limited to reasonable travelling expenses, reasonable accommodation costs and client entertaining expenses.

You should provide [email protected] and/or Pleo app with all receipts including VAT receipts, within 14 working days of the date on which your account statement is received.

You are not permitted to use The organisation credit card for personal use. Any unauthorised personal transaction via a Pleo car will automatically be deducted from your next salary payment. This is an express written term of your contract of employment. Under no circumstances should a company credit card be taken on holiday or abroad.

When using a company credit card you are an ambassador of The organisation therefore you should deal with all transactions courteously and professionally.

On termination of employment, your Pleo card should be handed in to the Director(s) or Lead staff on your last date of employment.

Company mobile phones are provided for both youth and community project work, it is your duty to use them professionally and efficiently. The mobile phone provided does not belong to you. It is to be used strictly for Company purposes, for communication with participants and clients, and in the case of an emergency. 

We reserve the right to monitor Company mobile phone use to ensure compliance with our policy and any personal use will be recharged back to you.

Claim forms are available from GoogleDrive folder (Staff Expenses). Employees should send the completed form to [email protected] for authorisation. The claim will then be passed on for processing, and claims submitted by the 28th of the month will normally be reimbursed by the next payroll run. 

The claim form should be submitted within 2 months of the expense being incurred; with the appropriate supporting receipts, vouchers, mileage record or other proof that they have been incurred; and otherwise complies with the above rules for reimbursement. 

Records of personal travel and entertaining claims should be kept for two years following the end of the relevant income tax year.

When authorising travel plans, managers should ensure that the plans are the most cost-effective method to be used, and that all travel and entertainment cost is pre-authorised. Claim forms should not be signed off without thorough inspection that all costs are reasonable and supported by valid evidence.

Fotonow will reimburse travel to projects and offices on a case by case basis. Where a volunteer joins for a full day Fotonow will reimburse a lunch up to £7. 

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PLEO is a banking service designed to provide companies with a solution to staff expenses

eliminating the need for staff members to draw on their own resources whilst also providing

the company with real time expense activity.

Unlike Paypal that automatically draws funds from the linked bank account, PLEO’s ‘wallet’

needs a manual top-up. Director(s) will regularly check the status of the wallet and top up as

and when required with the intention that funds will be readily available at all times for the

User.

However, if you foresee an upcoming period of heavy expenses or a singular expense of

over £50 you must let Director(s) know in order to approve the expense and make the funds

available in the wallet.

NB: Just a small note on use of expenses. We are a small company with tight margins so

please do consider at all times the need for the purchase you are making or if this can be

done more cheaply or even at all.

Pleo Card use

We only have 5 cards at any one time - this is to keep us within PLEO’s free service plan so

we are unable to issue cards to all employees, the admin user must also be a card holder so

that reduces the card users to 4. If the company expands this will be reviewed.

Card holders have been assigned based on the greatest need of use.

Current Card Holders

● Jim Baldwin - Film Card

● Ryan Cheetham - Community Card

● Emma Booth - Photography Card

PLEO use is solely for the purpose of company business expenses undertaken during

project work or for items such as small equipment consumables/licences etc. Under the

value of £50

Any purchases over £50 should be highlighted to Director(s) ideally in advance and sent to

[email protected] with a brief description of the intended expense.

Each user has a designated Card, in the event you do not have your card at hand you can

use the virtual card service via your phone.