Simple expense claims may be done using your own invoice format, and included in your invoice. For more complex situations, with multiple receipts and currencies, we recommend that you use the E Co's reimbursement of expenses excel form.
You can download emailed receipts, take a photo of or scan original receipts (include any important information on the back), save the receipt as the enclosure number and description, and ensure that each enclosure number corresponds with the numbers on your expense claim form.
Provide bank details (if not all ready provided)
Email the form and receipts to the E Co. Team Leader.
Generally emails will be acceptable. The E Co. administrator can advise you accordingly. Post documents by registered post to:
E Co. Ltd
FAO Funda Pinar
20 St Thomas Street
London
SE1 9RS
United Kingdom
If there are any queries relating to the invoice we will contact you otherwise you will be paid into your nominated bank account within 30 days of E Co. receiving your invoice and accompanying receipts.
Exchange rates can be applied in various ways:
If you use your bank/credit card, you will need provide us with a copy of your bank statement to show the exchange rate that was applied;
If you exchange monies at an exchange bureau you will need to provide us with the exchange receipt with evidence of the exchange rate / commission used.
Please ensure all your bank details on the invoice are correct.
A. E Co. normally does not pay per diems but will reimburse costs associated with travel. Details are given in E Co's Travel & Expenses policy. You must complete the relevant section of the Travel & Expenses Form.
A. Complete the relevant section of the 'Travel & Expenses Form' [see below]. For more details see 'Claiming Travel Expenses'.
A. Yes. All expenses forms and invoices must be accompanied by original sales receipts and all original travel documentation, e.g. boarding passes, train tickets, etc. For practical purposes, only if expressly agreed with your team leader/project manager, you may send us copies of receipts including scans, to you may use the originals for your own tax purposes. In all cases where this has been agreed, we maintain the right to be able to inspect the original on request.
A. E Co. repays costs for hotels, local travel and flights on presentation of original receipts. For personal costs (such as a newspaper while you are away), there is a maximum amount of £5 per night in UK; £10 outside of UK. See the travel policy for more details.
A. Include total amount of expenses to the relevant section of the Invoice - Travel & Expenses form and the formula will calculate the total automatically. Don't forget to include your receipts / invoices.
A. Include out-of-pocket expenses such as accommodation, travel (including Oyster receipts in London, see http://oystercalculator.co.uk/) and refreshments for which you are claiming.
A. We realise that in some cases it is not possible to obtain a receipt. In these exceptional circumstances we accept, on a discretionary basis self certification of the cost. Make a record of the expense with as much accompanying information as possible, and include this detail in your invoice: eg. what you bought, when, from whom and how much you paid. If you are travelling and cannot obtain a receipt, you might record: Taxi from hotel to XXX at 9.30 am, Taxi number YYY, total cost 12,000 BYR.