FOI 54664

FREEDOM OF INFORMATION REQUEST REFERENCE NO: 54664

I write in connection with your request for information which was received on 25^th January 2021. Please find below the response to your request:

 

    Police FOI - Expense

1. What finance system do you currently have in place?
2. What HR system to do you currently have in place?
3. What processes or solutions do you have in place for employees to submit and reclaim expenses?
4. How do employees track and claim back on mileage?
5. Are employees able to compile, submit and approve expenses remotely?
6. How many expense claims were submitted in FY19?
7. What controls do you have in place to ensure employee spend is within policy?
8. What percentage of expense claims are checked against policy?
9. Who checks expense claims are within policy? Line manager or AP/Finance or both?
10. What are the 3 largest areas of expense at the authority?
11. Who owns the employee expense process at West Mercia Police?

 

 

Reply:-

 

1. What finance system do you currently have in place?

 

E Finance

 

2. What HR system to do you currently have in place?

 

ORIGIN HR

 

3. What processes or solutions do you have in place for employees to submit and reclaim expenses?

 

A Self Service claim system

 

4. How do employees track and claim back on mileage?

 

Claims are made via the self service claim system

 

5. Are employees able to compile, submit and approve expenses remotely?

 

Yes

 

6. How many expense claims were submitted in FY19?

 

4113

 

7. What controls do you have in place to ensure employee spend is within policy?

 

West Mercia Police have finance business partners dedicated to each business area to help budget holders manage their budgets and also have the West Mercia Governance Board who can made decisions to rectify any deviation from budget.

 

Line managers have to spot check expense claims along with Payroll.

 

Ultimately we also have professional standards department and a code of conduct too.

 

8. What percentage of expense claims are checked against policy?

 

5%

 

9. Who checks expense claims are within policy? Line manager or AP/Finance or both?

 

Payroll and Line manager

 

10. What are the 3 largest areas of expense at the authority?

 

1. Officer pay
2. Staff Pay
3. Supplies and services

 

11. Who owns the employee expense process at West Mercia Police?

 

It is split between Payroll / HR and Finance