How to Submit Expenses

The way that you submit expenses will depend on your country of employment, and whether you are a contractor.

Expenses are normally paid monthly with payroll unless you request them earlier.
To expense an item, you must have an itemised till receipt or invoice (credit card slips are unusable).

CONTRACTORS AND UK & AUSTRALIAN EMPLOYEES

UK & Australian employees submit their expenses using Expensify. You can do this with the mobile or web application.

The following video demonstrates submitting an expense with Expensify via the mobile app:

NOTES ON EXPENSIFY:

  • One report per trip is preferable (e.g. WCEU expenses)
  • Reimbursable should always be selected when you are claiming expenses back
  • If the claim is to be billed to a client billable should be selected and the client name entered under the customer field
  • Customer field should only be entered for billable expenses, not treating the client to dinner/drinks
  • Number of attendees should only be entered for meals or drinks

Activity trackers

These help us to track how much we are spending on different activities in the company. Please do complete them so that we can compile accurate reports.

  • Professional Development expenses (and all associated costs) should be set to the Professional Development activity (training/online courses/conferences specific to training)
  • If your expense is in relation to a WordCamp or Community event the activity should be set to Community
  • We have activity trackers set up for larger events (such as WCEU or the HM Retreat)
  • If the expense does not fit into any of the above the activity should be set as your HM group (i.e Agency/Hosting/Events/Products)

Categories

This lets us see how much we are spending in different categories. Again, it is important that you complete them correctly.

  • Subsistence costs (including coffees) go to meals – subsistence (international or national) indicating how many attendees using the attendee dropdown
  • Any client/WordPress community entertainment should go to entertainment 100% again with activity + number of attendees indicated. This includes taking clients or community members for meals.
  • Any costs related to a HM meetup should go to HM internal events 
  • Any costs related to a HM hosted event (i.e ADoR) should go to HM external events
  • Public transport receipts should go to travel-international or travel-national, taxis to travel – taxis & flight bookings to air travel.

NOTES FOR UK EMPLOYEES

  • You must get a VAT or valid itemised receipt/invoice to expense a purchase. Ask for a till receipt. A credit card receipt will not do.
  • Train tickets must include price and journey details (to & from)
  • When submitting a VAT inclusive expense with a tip or a service charge, the charge should be submitted as an extra line item and allocated to VAT not reclaimable
  • If there is no VAT number on a receipt you need to set it as Not Registered for VAT
  • Postage, national travel & bank fees should be set as Exempt Expenses
  • Air Travel should be allocated to Zero Rated Expenses

NOTES FOR AUSTRALIA EMPLOYEES

  • You must get a GST tax invoice or valid itemised receipt to expense a purchase. Ask for a till receipt. A credit card receipt will not do.
  • If there is no GST it should be listed under GST Free Expenses
  • Train tickets must include price and journey details (to & from)

CONTRACTORS

Contractors should also use Expensify for submitting expenses.

  • Enter each expense into Expensify and attach a valid itemised receipt. Ask for a till receipt. A credit card receipt will not do.
  • Include a line on your monthly invoice with a total figure for your expenses
    – ‘Expenses as entered in Expensify’
  • Submit your invoice during the last week of the month

US EMPLOYEES

Employees should enter expenses under TriNet’s Expense Portal. You can enter the Expense Portal through your TriNet Employment Portal.

  • You must get a valid itemised receipt/invoice to expense a purchase. Ask for a till receipt. A credit card receipt will not do.