Expenses
1. What finance system do you use? Agresso Business World On
2. What system do you use to manage and process your staff’s expenses? Same as above
3. What is the expense process? Employee use Self Service to Claim Expenses which are then Approved by Line manager and Budget Manager and Accounts payable to verify Receipts and Paid via Accounts payable Bacs
4. How many expense claims were made in FY21? Around 30K And what was total value of expense claimed in FY21? £392K
5. Can you submit expenses remotely? Only via Self Service
6. How are you claiming VAT on mileage? We don’t Do your staff have to deduct commute from mileage? No.
7. What percentage of expense claims are you auditing? We only verify claims that require receipts
8. How many FTEs (full time employees) do you have processing expense claims? None – they are entered by the claimant and the processing time by accounts payable is less than 0.1FTE
9. What is the average time to reimburse your staff’s expenses? Not applicable
10. How are you reporting on expense spend, PSA expense types and scope 3 emissions reporting? All reporting is via the Budget manager

Invoices
11. What system do you use for managing/processing invoices? Agresso Business World On
12. 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? Invoices are match against a receipt against a Purchase Order. All approval is done via the requisition stage when the order has been raised
13. How many invoices were processed in FY21? 60,459
14. How many FTEs (full time employees) do you have in your accounts payable team who process invoices? 4.2
15. What percentage of invoices were paid late in FY21? 10%
16. Do you use Optical Character Recognition (OCR) to scan invoices? No
17. Do you have to manually validate the scanned invoices from the OCR capture? Not applicable
18. 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? Yes Po around 65% and No po’s 35%
19. Are you claiming VAT on invoices? If so, are you doing this in-house? Yes
20. How are you currently reporting on invoice spend? Done with Budget Manager via BWO Agresso