New Expense Request Statuses & Travel Types

We are making some changes to the statuses once expenses requests have been submitted.

This is intended to make the communication process clearer and easier for you, particularly when we need to ask for additional evidence and/or information in order to approve your expense request.

Below are the new status additions:

Supplier Request

• This will apply whenever the Admin Team have requested further information and/or evidence from you (e.g. new picture of the receipt showing the date and time)

• You will have received an email, as per the previous process, advising of the nature of the query, and what evidence/information we require in order to proceed with reviewing the request.

Supplier Updated

• This will apply when you have edited an expense request which was in ‘Supplier request’ status and the Admin Team have not yet reviewed the updated information

• This will allow the Admin Team to see when updates have been made and promptly review the updated information for you.

• If Admin team have further questions, then we will send another email, and the status will revert back to ‘Supplier Request’

---

Travel Expense Types

We have also updated the expense types for travel expenses, in order to make this process smoother and clearer for everyone.

Please note: that travel expenses continue to be applicable on a case-by-case basis, so you must have discussed the circumstance with our operations team and received approval before requesting any travel expenses. This applies to breakdowns, aborted moves, and any other circumstances.

New Expense Types:
Abort – Engineius Approved
To be used when an aborted move has resulted in our operations team authorising a travel expense to be reimbursed for you

Breakdown – Engineius Approved
To be used when a breakdown has resulted in our operations team authorising a travel expense to be reimbursed for you

Other – Engineius Approved
To be used in any other circumstance when our operations team have authorised a travel expense to be reimbursed for you

Reminder of Travel Expense Evidence:
Please note: that authorisation from our operations team means that you are eligible to be reimbursed for some, or all, of the travel expenses that you have incurred. We therefore still require evidence in order to approve the cost, as per all expense requests.

Please ensure that you include the following evidence:

• Receipt or ticket, showing the date, location of travel, and total cost.

• If you have had a % towards your travel costs agreed, then please ensure that you submit the request for the correct cost that you are entitled to (e.g. if you have had 50% of your train cost approved and have purchased a £54 train ticket – submit a travel expense for £27 with the receipt showing the £54 total cost)