EnvoyExpenses allows organisations to gain control over, and insight into, their employees travel and expenses expenditure, while allowing their staff to focus on real business targets. Organisations have many personal expense items to process every month, including petty cash, expense returns and credit cards. The cost of completing, authorising, reconciling, re-checking, adjusting VAT and re-keying the data is both tedious and inefficient.

EnvoyExpenses offers control over the high cost of processing and managing employee business expenses in accordance with your policy at their source: the employee's point of spend and claim. EnvoyExpenses automates processing and facilitates the management of business expenses, such as travel and entertainment and helps companies improve compliance, enforce expense policies, and increase visibility into operations through data capture and reporting.

Key Features

• Fully tax and VAT compliant to ensure you mitigate the risk of being fined
• Automated notifications by email so your workforce remains informed
• Ease Of Use – Calendar based entry requires no end user training
• Credit Card Spending Analysis so you have complete control of your spending
• Extensive Management Reporting options to monitor policy compliance, profile 'spending habits' and remove inefficient travelling
• Seamless integration to your back office systems to remove any potential of 'dual-keying' of data

Web Expenses

The ability for users to individually claim business expenses via their browser offers an immediate impact on employee satisfaction. Employees are no longer required to complete personal details and calculate totals on every claim. Complete transparency throughout the approval and payment process removes all of the stress associated with claiming expenses. Equally, web claiming moves you towards a fully automated rules based employee expenses and activity management system. Full authorisation workflow allows claims to follow the correct authorisation route with conversation threads for clarification requests.

Postcode to Postcode

The introduction of the EnvoyTravel module improves the accuracy of business mileage records by providing detailed locations and distance checking. EnvoyTravel can determine the actual distance between two locations and ensure employee claims are accurate. It allows storage of all your known business locations enabling quick recording of journey details, and an address search facility is provided to find those places being visited for the first time.

Travel recognises that business journeys can sometimes be quite complex and involve a number of stops along the way. We have included the ability to capture multi-step journeys quickly.

Duty of Care

The EnvoyDrive module ensures your drivers have met their legal obligations by recording driving license, convictions, insurance details, MOT and Road Fund License information. Potential legal liability has convinced many employers that they need to do more to mitigate the risk of having people out on the road carrying out business on their behalf.

The software ensures travellers driving to their appointments are legally entitled to do so and will apply a new set of rules to business mileage claims by checking that the driver is legally entitled to drive before allowing them to claim any business mileage.

Vehicle Accuracy

EnvoyExpenses can check current DVLA (Driver and Vehicle Licensing Agency) data and collect enhanced information about a vehicle, with the user simply providing the Vehicle Registration Mark (number plate). The information includes a full description of the vehicle (make, model, derivative) as well as the cubic capacity (cc) and carbon emission value associated with that model (CO2), meaning any mileage payment schemes or associated VAT recovery on payments based on engine capacity or CO2 emissions of the vehicle can now be calculated with complete accuracy. This reduces the risk of erroneous over payments and also ensures that all car data is maintained equitably.

As this data provides the actual CO2 emission value for a vehicle, it also ensures that any carbon emission reporting is based on actual emission figures and not on the less accurate estimated emission values.

Core Processing

The core application offers batch input controls ensuring that the data is entered by operators right first time. Offering a complete audit trail, EnvoyCentral manages the payment of employee expenses through any payment method: payroll, creditors, BACS and even printing cheques. Integration with back office systems is a natural part of the solution.

P11Ds

Available as both an add-on module to our EnvoyWorld suite or as a standalone package, EnvoyP11D will allow you to fulfil all your employer's obligations under the Self-Assessment Taxation scheme in the most efficient way possible. Allowing import of data from any payroll system, accounting system, database or spreadsheet, EnvoyP11D can produce all the reports required by both HM Revenue & Customs and the employee.

To visit the EnvoyP11D page click here, to download a product leaflet, click here.