Standard Grade Administration
S4 PUPIL NOTES
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REPROGRAPHICS
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INTRODUCTION In this unit you will find out about the following things: What Reprographics Is About “In House” Reprographics Choosing The Right Equipment Photocopier Laser Printer Ink Jet Printer Laminator Binders Desk Top Publishing Digital Cameras “Out House” Reprographics Choosing Between “In House” And “Out House” Reprographics Consequences Of “In House” And “Out House” Reprographics
WHAT IS REPROGRAPHICS ALL ABOUT?
In an office many different types of documents have to be copied. The process of making copies is called REPROGRAPHICS.
WHAT EQUIPMENT IS USED IN AN “IN HOUSE” REPROGRAPHICS DEPT? When a business does its‟ own copying in its‟ own Reprographics Department, it is said to be have IN HOUSE or INTERNAL copying facilities.
The type of equipment used will depend on the particular task
1 PHOTOCOPIER
A photocopier is a machine that produces copies of any document. Nowadays, photocopiers are available in a variety of sizes, speeds and functions, and some can even copy in colour. An example of a typical photocopier can be seen below.
Document loader
Sorter
Paper trays
Control keys for passwords and selecting copy type.
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Common features of a modern photocopier include the following:
Documents can be fed in quickly using a document feeder/loader. Copies are made quickly. Copies can be made on to paper, card, special OHP transparencies. Copies can automatically be made on both sides of the paper (back-to-back). Documents can be collated („grouped‟ together) whilst being copied. Documents can be enlarged or reduced, eg A4 copy enlarged to A3. Some photocopiers can automatically staple copies of multi-page documents. Colour copies can be made using a colour photocopier Some photocopiers can use a password to stop unauthorised use.
Photocopiers can be used for almost ALL kinds of reprographics due to their HIGH QUALITY and FLEXIBILITY. 2 INK JET PRINTER (or BUBBLE JET PRINTER)
Ink jet printers use ink to print paper copies of files that are stored on a computer or network that the printer is linked to. The main features of an ink jet printer are:
Text and graphics can be printed. Different sized copies can be made, eg A5, A4. Can print envelopes, labels and special OHP slides. Colour copies can be made on colour ink jet printers.
ADVANTAGES of ink jet printers Usually high print quality. Relatively inexpensive to buy.
DISADVANTAGES of ink jet printers Quite slow. Only about 200 copies can be made before new ink is needed, which can make it costly to run. Printouts can smudge or run because they are made with ink.
Quiet in use.
Ink jets tend to be used for only SMALL amounts of computer based copying due to their SLOW PRINT RATE and the HIGH RUNNING COST of large print runs.
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LASER PRINTER
Laser printers burn toner powder onto a sheet of paper to make paper copies of files that are stored on a computer or network that the printer is linked to. The main features of a laser printer are:
Text and graphics can be printed. Different sized copies can be made, eg A5, A4. Can print envelopes, labels and special OHP slides. Colour copies can be made on colour laser printers.
ADVANTAGES of laser printers Excellent print quality. Many copies from 1 toner cartridge, so laser printers are relatively cheap to run. Printouts do not smudge or run. Quiet to use. Laser printers can be used for any amount of computer based copying, even LARGE RUNS, due to their HIGH QUALITY, HIGH PRINT RATE and the relatively LOW COST of large print runs. 4 LAMINATOR A laminator is a machine that uses heat to seal a plastic coating onto a document. Laminating is done to protect documents from getting damaged. A laminator is useful when producing covers for BOOKLETS, POSTERS, or SECURITY ID CARDS (for staff and visitors). 5 SCANNER A scanner is a machine that produces an exact copy of a paper document or any image for storage on a computer. Scanners are widely used to input graphics on to computer files for use in DTP work, or documents for storage on an electronic filing system. DISADVANTAGES of laser printers Relatively expensive to buy. Colour laser printers are very expensive to buy and run.
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BINDER
A binder holds the pages of a booklet together to make sure that they are kept in the correct order. Binding a booklet can also make it look more professional.
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DESK TOP PUBLISHING (DTP)
DTP packages allow operators to construct very complicated and professional documents involving text and graphics. A company can use DTP to produce business documents such as marketing information and public reports.
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DIGITAL CAMERA Allows photographs to be taken and downloaded onto the computer. Can be used to take photographs for ID badges and catalogues.
“IN HOUSE” versus “OUT HOUSE” COPYING As we have already said, when a business has its‟ own Reprographics Department then it is using IN HOUSE copying. However, a business does not need to have or use IN HOUSE copying. This is because it can get other SPECIALIST companies to do its‟ reprographics work, eg printers. When this happens a business is said to be using OUT HOUSE or EXERNAL copying. The main reasons for using OUT HOUSE copying are as follows.
Lack of IN HOUSE equipment due to cost Lack of IN HOUSE quality Lack of IN HOUSE skills No IN HOUSE copying due to low demand No IN HOUSE copying due to running costs No IN HOUSE copying due to training costs
An example of something that would be reproduced OUT HOUSE would be a MARKETING BROCHURE due to the need for a professional and high quality product.
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CONSEQUENCES OF USING “IN HOUSE” OR “OUT HOUSE” COPYING When a business is trying to decide between the use of “in house” or “out house” copying, it should use the following factors to evaluate which method will be best and so should be used.
Factor Cost
In House Copying money money money money money for for for for for equipment materials maintenance staff staff training
Out House Copying high price of copying contract
Training
training on equipment use maintenance space for equipment space for materials very flexible economic in the long run ongoing costs staff/equipment limits to quality
no training required
Space
no space required
Benefits
high levels of expertise high quality high ongoing costs time lag in completing work
Drawbacks
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SOURCE OF INFORMATION
In today‟s world all information needed can be found on the Internet. An employee looking for particular information could simply “Ask Jeeves”. However not all businesses will have access to the Internet. What other Sources can be used to obtain information?
EXAMPLE Newspaper (exact page) financial pages to - find out exchange rates
Travel pages on Teletex, Ceefax
Holidays
Yellow Pages Business pages of Telephone book
Local florists
AA handbook
Market days in towns 4-star hotel in a particular town Rivers in the World
Atlas Encyclopædia
Dictionary Thesaurus
meaning of a word a word with a similar meaning
Road Map
Delivery route in a City
Who’s Who
information about famous people
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PREPARATION AND PRESENTATION OF INFORMATION
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PRESENTATION OF INFORMATION
Presentation of information is about making sure that your information is transmitted in a way that is clear and easy to follow. Information can be presented using: COMPUTER PAPER BASED DOCUMENTS Information can be presented in the following ways: GRAPHICAL INFORMATION WORD BASED INFORMATION
The main GRAPHICAL methods of communication include:
PIE CHARTS/GRAPHS BAR CHARTS/GRAPHS LINE GRAPH PICTOGRAM FLOW CHART
Graphical presentation of information, especially information containing NUMBERS, is very common for the following reasons.
Info is easier to understand Info is easier to remember Trends can be more easily seen Comparisons can be more easily seen and made
BAR CHARTS/GRAPHS
COST OF STATIONERY 1000 800 600 400 200 0 COST
illustrates COMPARISONS shows CHANGES over a period of time eg the sales figures over the past 4 months
O K S JO TT ER S C AR D S FO LD E R S
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LINE CHART / GRAPHS
SALE OF JACKETS 700 600 500 400 300 200 100 0
illustrates TRENDS, PEAKS and FALLS over a
period of time
COST
eg the temperatures over the past 4 months
PIE CHART
HOURS WORKED
W IN T SP ER R SU ING M M AU E TU R M N
illustrates PERCENTAGES, PROPORTIONS,
SECTIONS, SEGMENTS in relation to a WHOLE
FILING PHOTOCOPY M AIL WORD PROCESSING
eg the amount of time spent by the administration assistant on Word Processing, Filing, Reprographics
PICTOGRAM uses symbols rather than data to give information
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FLOW CHART
illustrates by using various shapes the
different steps that are to be followed in an event/situation
eg the steps followed by a receptionist
dealing with visitors eg the steps in a computer program
WORD BASED INFORMATION
The main word based methods of communication include:
FORMS MEMOS LETTERS INFORMAL REPORT FORMAL REPORT
Each word based format will have a particular business layout that must be followed eg when keying in a Memo, 3 returns after the heading and subject must be used Forms - Accident Report Forms, Job Application Forms Reports - A formal report which is split into various sections. Itineraries - Details a programme of events that have to be followed
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WHY DO BUSINESS PEOPLE NEED TO TRAVEL? Even though today we have quick electronic communications, many business people still have to travel to get their work done. This can be because they have to:
complete work for customers or other staff in other countries or branches; visit customers; visit suppliers; visit other branches of the organisation; communicate in person with staff in other branches (eg interviews, etc); attend meetings and conferences; receive training.
WHAT HAS TO BE DONE TO ORGANISE TRAVEL FOR STAFF? The amount of work involved in organising a business trip for staff will depend on the following.
How many staff are going. Where the staff are going (eg in the UK, overseas, etc). How long the staff will be away. What the staff will have to do while they are away.
However, even when trips are only local or for a short time, they must be well organised by doing the following.
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COLLECT INFO ABOUT THE TRIP FROM THE STAFF GOING.
2 COLLECT INFO ABOUT TRAVEL AND ACCOMMODATION AVAILABLE. 3 DECIDE ON TRAVEL AND ACCOMMODATION FOR THE TRIP. 4 BOOK TRAVEL AND ACCOMMODATION FOR THE TRIP.
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5 PREPARE TRAVEL DOCUMENTS FOR THE STAFF GOING ON THE TRIP. 6 EVALUATE ARRANGEMENTS THAT HAVE BEEN MADE.
A member of staff who is about to leave on a business trip should have:
A note of all travel and accommodation arrangements and the time and place of all appointments
All necessary paperwork (including business documents for meetings) All transport tickets and reservations Confirmation of booked accommodation
COLLECTING INFORMATION ABOUT THE TRIP FROM STAFF The first step in organising travel for staff is to collect the following information from them.
NAME OF EMPLOYEE TRAVELLING POSITION OF EMPLOYEE TRAVELLING (company policy may allow senior management to travel first class)
THE START AND FINISH DATES OF THE TRIP PLACES TO BE VISITED DURING THE TRIP ANY SPECIFIC ARRANGEMENTS TO BE MADE DURING THE TRIP – CONFERENCE DETAILS, PLACES TO VISIT
THE REASON FOR THE TRIP PREFERRED METHOD OF TRANSPORT IF ACCOMMODATION IS NEEDED SPECIAL REQUIREMENTS (eg non-smoking, disabled facilities etc). BUDGET AVAILABLE FOR THE TRIP.
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An employee must complete a Travel/Accommodation Request Form to help the Travel Administrator gather all the necessary information for making suitable travel arrangements. The Travel Administrator will then use a variety of sources of information to research the most suitable travel and accommodation for the trip.
These details are commonly gathered by asking staff to complete a TRAVEL AND ACCOMMODATION REQUEST FORM. An example of this form can be seen below.
TRAVEL AND ACCOMMODATION REQUEST FORM Title Mr EMPLOYEE DETAILS Surname First name Durden Tommy Department Sales
REASON FOR TRIP Find new shops to sell our product in Paris, France. TRAVEL DETAILS Place of Departur 15 August Departur Glasgow e Date e Place of Return 18 August Departur Paris Date e Plane Preferred method of travel
Place of Arrival Place of Arrival
Paris
Glasgow
Places to visit Paris
ACCOMMODATION DETAILS Accommodation Dates of stay preferred 15 – 18 August Hotel OTHER REQUIREMENTS Non smoking seat.
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Travel Booking Form Once the method of travel has been selected, the person making the arrangements may be required to complete a Travel Booking Form. This form is sent to whoever is booking the travel, e.g. the travel agent.
Scan and insert travel booking form
Accommodation Order Form Once the hotel and type of accommodation have been selected, the person making the arrangements may be required to complete an Accommodation Order Form. This form is sent tot the booking agency or the hotel. Scan and insert travel booking form These forms can be referred to should there be any dispute about the travel or accommodation arrangements. If an organisation does not use forms when booking travel and accommodation, or if travel and accommodation have been booked by phone or over the Internet, then a letter or fax should be sent to confirm the arrangements. A copy of the letter or fax can be referred to should there be any dispute about the arrangements.
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Once all the travel and accommodation arrangements have been made the Travel Administrator will prepare an Itinerary. This provides important information on travel, accommodation and other arrangements (including contact details). It is organised in chronological order (date and time).
ITINERARY for Johnny Ross, Sales Manager PARIS SALES CONFERENCE 4-6 SEPTEMBER
Monday, 4 September
Time
1000 hours
Details
Taxi to Glasgow Airport, Flight No BA 157 for Paris, departs 1120 hours. Arrive Charles de Gaulle Airport, taxi ordered. Book in at Les Miserables Hotel, Rue St Jacques (computer facilities available at hotel).
1130 hours 1230 hours
etc …
When preparing an Itinerary, it is very important that you think about the following points to make sure that it works well.
A good itinerary should: Allow time between appointments for travel or refreshment breaks Allow time after travelling for relaxation Take into account time differences Always be shown in 24 hour clock and at local times Provide information on check-in times and flight numbers Provide contact details and addresses of people to meet and hotels
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COLLECTING INFO ABOUT AVAILABLE TRAVEL AND ACCOMMODATION When you know the details of the trip, you can then find out about possible methods of transport and places to stay (if necessary). This information can be collected from the following PEOPLE, ELECTRONIC and PAPER BASED sources of information.
Source of information
Timetables – airline, bus, train
Justification of using this source
To calculate length of time and journey To find departure/arrival times To provide employee with local information – places to visit, eat, currency, time differences
Travel guides
Maps (local street maps and national map)
To allow a route to be planned To allow the employee to find their way from station to hotel
CD-Roms (containing rout planners, hotel guides)
To allow a route to be planned To provide information on facilities available within different hotels
Hotel directories (providing details on star ratings, facilities and costs Hotel guides (to provide information on a chain of hotels)
To allow a comparison to be made between all the hotels available in the area
To provide information on facilities available within different hotels
Travel agents
To provide locations of hotels within a chain To provide expertise and advice in making travel arrangements
To book travel/accommodation, possibly at a discounted rate
Internet
To allow access to online information on
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timetables, hotel guides, route planners To compare prices, suitability, availability of different options To make online bookings
NB
The use of the Internet to collect information from the above sources is becoming very popular because:
information can be found very quickly; information is up to date; bookings and confirmations can be made on line.
CHOOSING A METHOD OF TRANSPORT
There are four main methods of transport: road – private or company car, hire car, taxi or bus rail – local, national or international (e.g. Eurostar) train sea – ferry, seacat or hovercraft air – domestic or international airlines
DECIDING ON AND BOOKING TRAVEL AND ACCOMMODATION FOR THE TRIP When you know about the different possible methods of transport and places to stay that could be used for the trip, you must decide which ones to actually use. These decisions should take into account the following factors.
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WHERE THE TRIP IS TO (eg USA means cars and trains cannot be used). DISTANCE TO BE TRAVELLED (eg long trips made by plane to cut travel time). TIME AVAILABLE FOR TRIP (eg urgent trips made by plane as this is quickest). POLICY OF THE BUSINESS (eg trains may not be used due to cost). MATERIALS TO BE TAKEN ON TRIP (eg fragile things should not be damaged). BUDGET FOR THE TRIP (eg, plane may be preferred but is too expensive). STAFF PREFERENCES (eg staff may have a fear of flying and prefer the train).
When the necessary decisions have been taken, the travel and accommodation should be BOOKED through paper or electronic mail (using the appropriate forms). All bookings should also be CONFIRMED as correct with the appropriate travel agent, hotel, airline, etc. This should be done to make sure that you know there have been no problems with your bookings, eg double booking, wrong details, wrong dates, etc.
WHAT THE EMPLOYEE NEEDS FOR BUSINESS TRAVEL Any employee who is going on a business trip should have: Details and confirmation of all the travel/accommodation arrangements Travel tickets (possibly an e-ticket – printed from the internet) All necessary paperwork – documents required for meetings, notes for presentations, etc.
Special arrangements Sometimes special arrangements are made for employees, particularly if they are travelling abroad. It is the responsibility of the Travel Administrator to find out what is required and ensure that the employee has the relevant documentation and immunisations.
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SG ADMINISTRATION UNIT 6
Document Details
PUPIL NOTES
Justification Anyone travelling outside the UK requires a valid passport This allows a person to get reduced/free medical treatment if needed while travelling in Europe
Passport EHIC (European Health Insurance Card) Visa Immunisation Form
Provides traveller‟s details and is required for entry to most countries. Entitles UK visitors to free or cheaper medical care in EU countries.
Document from the Government of country to be visited to allow entry. Document to show that immunisations against disease have been given. Document to show you can legally drive, and is often required to rent a car. Makes sure that if anything is lost or damaged that it can be replaced.
Certain countries insist on a visa for entry, for example some countries outside Europe This certifies that the person has the relevant immunisations (a requirement to visit certain countries outside Europe To allow a person to drive/hire a car abroad
UK/International Driving Licence Travel Insurance Phone cards Company or personal credit/debit cards Itinerary
This is required to cover the cost of unforeseen circumstances – personal, health and travel To allow the employee to contact home/organisation To pay for items while travelling abroad This is usually prepared by the Travel Administrator (it is not an official document). It provides important information on travel, accommodation and arrangements.
Document that provides the following key information about travel, accommodation and appointments in date and time order.
St Andrew‟s and St Bride‟s High School
Business Education Department
SG ADMINISTRATION UNIT 4
PUPIL NOTES **CREDIT LEVEL**
EVALUATING ARRANGEMENTS MADE When all the arrangements for a staff trip have been made, you should evaluate how suitable these arrangements were. This evaluation should cover the following areas.
QUALITY OF HOTELS, AIRLINES, TRAVEL AGENTS, ETC. RELIABILITY OF HOTELS, AIRLINES, TRAVEL AGENTS, ETC COST OF TRIP. SATISFACTION OF STAFF
This should be done for the following reasons.
To prevent using poor quality hotels, airlines, travel agents, etc again. To prevent using unreliable hotels, airlines, travel agents, etc again. To prevent spending more money than is necessary. To prevent staff having unpleasant experiences again (eg long delays, etc).
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PUPIL NOTES **CREDIT LEVEL**
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SG ADMINISTRATION UNIT 4
INTRODUCTION
PUPIL NOTES **CREDIT LEVEL**
In this unit you will find out about the following things:
WHAT HAS TO BE PAID FOR ON TRIPS FOREIGN CURRENCY TRAVELLERS CHEQUES CASH CHEQUE CREDIT CARD DEBIT CARD ACCOUNT USE OF EXPENSES EXPENSES CLAIM FORM
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SG ADMINISTRATION UNIT 4
PUPIL NOTES **CREDIT LEVEL**
WHAT HAS TO BE PAID FOR WHEN TRAVELLING? When staff go on a business trip, then the following must paid for.
TRAVEL AGENTS (for travel and accommodation) TRAVEL OPERATORS AND HOTELS (for travel and accommodation) CAR HIRE FIRMS (for any cars hired) RESTAURANTS (for any meals staff had)
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PUPIL NOTES **CREDIT LEVEL**
WHICH METHODS OF PAYMENT CAN BE USED ABROAD? The different methods of payment that can be used for making payments while travelling abroad can be seen below. 1 FOREIGN CURRENCY FOREIGN CURRENCY can be purchased in advance from Banks, Travel Agents, or the Post Office. Foreign currency is simply money for the country you are visiting. Foreign currency tends to be used for small items, eg taxis, etc.
ADVANTAGES
Accepted everywhere in the country visited. Can be used to pay for anything.
DISADVANTAGES
Little security. If lost cannot be replaced.
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TRAVELLERS CHEQUES TRAVELLERS‟ CHEQUES can be purchased in advance of a trip from Banks or Travel Agents. Travellers‟ cheques are made out for certain amounts, and work like normal cheques except that you get change back if the cheque is worth more than the payment. Traveller‟s cheques are usually used for paying for larger transactions abroad, eg paying for a hotel, etc.
ADVANTAGES
Usually accepted in many places. Will be cancelled and replaced free if lost.
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SG ADMINISTRATION UNIT 4
DISADVANTAGES
Not suitable for very small transactions. Not accepted everywhere.
PUPIL NOTES **CREDIT LEVEL**
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CREDIT CARDS (eg VISA and MASTERCARD) CREDIT CARDS allow someone to buy something now and pay for it later. Payments should be made every month when the statement arrives, and if payments are for the full amount then NO interest is charged on purchases. Credit cards are usually used for paying for larger transactions abroad, eg paying for a hotel, etc.
ADVANTAGES
Usually accepted in many places. If lost can be cancelled and so prevent loss.
DISADVANTAGES
4 Not suitable for very small transactions. Not accepted everywhere.
DEBIT CARDS (eg SWITCH and DELTA) DEBIT CARDS allow someone to pay for something IMMEDIATELY by transferring money ELECTRONICALLY from their bank account into the bank account of the person they are paying. Debit cards can be used to pay for most things abroad as long as there is an EPOS terminal to take the payment.
ADVANTAGES
Usually accepted in many places. If lost can be cancelled and so prevent loss.
DISADVANTAGES
Not suitable for some transactions, eg taxi.
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Not accepted everywhere.
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SG ADMINISTRATION UNIT 4
PUPIL NOTES **CREDIT LEVEL**
WHICH METHODS OF PAYMENT CAN BE USED IN THE UK? The different methods of payment that can be used for travel in the UK can be seen below.
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CASH CHEQUE CREDIT CARD DEBIT CARD ACCOUNT (here a bill is sent by the hotel or travel agent for payment)
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PUPIL NOTES **CREDIT LEVEL**
WHAT ARE EXPENSES AND HOW DO THEY WORK? When staff travel in the UK or abroad and pay for any travel costs themselves, then they can claim this money back from their business when they return. This system of reclaiming money is known as EXPENSES. Businesses allow staff to reclaim relevant expenses so that staff are not put off travelling because it leaves them out of pocket for simply doing their job. However, to make sure that staff are not cheating expenses by saying that they spent more than they really did, expenses operate as follows.
Staff spend money and get a receipt to record their spending. Staff complete an EXPENSES CLAIM form. Staff attach their receipts to their expense form as proof of spending. Finance Department checks and refunds accurate and relevant spending. If any spending is NOT accurate and relevant, this money is NOT refunded.
An example of an expenses claim form can be seen below.
EXPENSES CLAIM FORM All receipts and invoices should be attached to prevent payment being withheld Name T Durden ............................. Department Sales ........
Dates of Travel ........................................................................................... 15 – 18 August
Details of Claim
Spending £ P
Finance Department Use Only Pay? Amount
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Taxi to hotel Hotel Accommodation Taxis for meetings Meals Taxi to airport
5 150 30 35 5
00 00 00 00 00
Yes Yes Yes Yes No – No
5 150 30 35 -
00 00 00 00 -
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