Expenses in the UK Internal

What can or cannot be expensed?

Mobile phone reimbursements are not recommended as it can be very difficult for your supported employee to provide itemized receipts detailing business-related fees. Additionally, a supported employee’s personal mobile phone invoice is not justifiable to HM Revenue & Customs (HMRC) as a business expense. Velocity Global does not offer phone allowances as a benefit in kind. As a result, we recommend providing your supported employee with a phone allowance rather than reimbursement if you know that your supported employee will incur business-related phone expenses and if this is a benefit you would like to provide.

How are expenses reimbursed?

There are two Faster Reimbursement Process (FRP) cycles, except for December, due to the holidays. Find the approval and payment dates below:

FRP1. All expenses you approve between the 11th and 24th of the current month are paid on the 5th of the next month.

FRP2. All expenses you approve between the 25th of the previous month and payroll additions day (normally the 10th of the current month) are paid on the 20th. 

Note: The 2023 calendar is in progress, which may impact the above reimbursement schedule dates.

Can supported employees avoid paying out of pocket and waiting for expense reimbursements?

Unfortunately, no. We can only reimburse an expense once your supported employee submits it in our cloud-based web application and provides the supporting documentation. Velocity Global will reimburse your supported employee according to the FRP cycles.

What are the country-specific expense regulations?

You can learn more about the regulations regarding expense reimbursement in our U.K. Expense Policy. 

For fixed assets and coworking spaces, please reach out to Velocity Global through your normal process, and we will help you discuss options before advising your supported employee to submit these types of expenses for reimbursement.

How do expenses need to be documented in the U.K.?

All expenses must include a receipt or VAT invoice. If your supported employee submits a credit card receipt, they must include additional documentation or a VAT invoice (we cannot accept credit card receipts alone).

If we do not receive a receipt or VAT invoice, the amount will be grossed up. There are a few exceptions (like a public transport charge) when the expensed amount is modest. Otherwise, all amounts will be grossed up.

Can Velocity Global help us provide per diems instead of expenses? Can Velocity Global provide per diems for business travel?

Unfortunately, we do not cover per diems under our U.K. Expense Reimbursement Policy.