Group Expenses Policy – 2025

Version: 3
Date: June 2025

POLICY LINK : Group Expenses Policy - 2025

1.0 Introduction

This policy provides guidance on claiming legitimate business expenses incurred wholly, exclusively and necessarily in the conduct of Stonegate Group business. It applies to all salaried employees and replaces previous policies.

2.0 Employee Responsibilities

Employees must ensure claims are solely for Stonegate business, cost-effective, and clearly described. Examples include travel for disciplinary hearings or trade visits.

3.0 Approver Responsibilities

Validate receipts and dates
Ensure VAT compliance
Confirm policy adherence
Challenge unclear or unreasonable claims

4.0 Compliance

Strict compliance with these procedures is very important in order to preserve robust control over business expenditure, but also to protect significant tax administration advantages for both the Group and its employees.

By making a claim, employees will accept the terms and conditions of this policy.

Changes to this policy from time to time will be inevitable to meet both legislation and business needs and employees will be given due notice of any subsequent amendments or additions.

Employees should be aware that the Group will undertake random auditing of expense claims. Any breach of this policy will be regarded as misconduct and disciplinary action may be taken.

Important: Any claims made which are not genuine business expenses will be regarded as fraudulent. This will be considered gross misconduct and may result in summary dismissal.

A copy of the Group's disciplinary procedure can be obtained from HR.

Any queries on the procedure, or on expense reimbursement in general, should be raised as a ticket on Stonegate Support.

5.0 Making a Claim

5.1 Eligible Expenses

Claims must be for actual expenses incurred. Round sum claims are not allowed. Items over £100 require full details.

5.2 Payment of Expense Claims

Submit within 3 months
Weekly payment runs (Friday)
Approval deadline: Sunday 5pm
Most senior employee should settle shared bills

6.0 Travel

6.1 Travel Booking

Use cost-effective methods
Standard class train fares preferred
Oyster/contactless claims must show journey history
Air travel requires Ops Board approval

6.2 Business Travel by Car

Ordinary commuting not claimable
Parking and congestion charges claimable with receipts
Fuel/electricity claims require postcode entry and VAT receipts

6.3 Penalty Notices

Fines are not reimbursable and may be deducted from salary.

6.4 Business Mileage Rates

Use HMRC Advisory Fuel Rates. VAT fuel receipts are mandatory.

6.5 Taxis

Only for business use. Tips not claimable. Receipts required.

7.0 Hotel Accommodation

7.1 Overnight Stays

Budget hotels preferred
Max £100/night outside London, £200/night in London
£25 meal allowance, £7.50 breakfast if not included

7.2 Settling Hotel Bills

Roomex or expense claim. Personal items not claimable.

8.0 Food and Drink

8.1 Subsistence

Breakfast claimable if leaving before 6:30am
Lunch not claimable at normal work location
Max £10 lunch, £8 post-overnight stay

8.2 Tips

Max 10%, must be noted on receipt.

8.3 Internal Meeting Meals

Held at Stonegate sites. Max £2/head for snacks.

8.4 External Entertaining

Held at Stonegate or supplier venues. Attendees must be listed.

8.5 Competitor Visits

Pre-approval required. Only employee portion claimable.

8.6 Trade Visits

Max £20/head. Description must justify business purpose.

8.7 Mystery Visits

Claim under mystery visit category per PST guidance.

9.0 Other Expenditure

9.1 Incentives/Prizes

Business purpose required. Max £100 with approval.

9.2 Internet/Phone

Itemised bills only. No round sum or home broadband claims.

9.3 Subscriptions

Must relate to duties. VAT receipt required.

9.4 Assets/Stationery

Use normal purchasing channels. IT approval required for tech items.

9.5 Team Events

Held at Group premises. Max £2/head for snacks. VAT receipts required.

9.6 Eye Tests

One test/year up to £30. Glasses up to £100 with optician confirmation.

10.0 VAT/Receipts

10.1 Receipts

Must be itemised and clear
PDQ/card-only receipts not accepted

10.2 VAT

VAT must be reclaimed where possible. Valid VAT receipts required.

Appendix: Travel to Work Guidance

Ordinary commuting is not claimable. Business journeys must be outside 5 miles of permanent workplace. Examples provided for hybrid, home-based, and seconded employees.

Frequently Asked Questions

What expenses are covered under this policy?

The policy covers travel, accommodation, food & drink, and other business-related expenses as outlined in the respective sections.

How should I book travel and hotels?

Travel and hotels should be booked using the approved corporate booking tools or through designated travel coordinators.

Can I claim VAT on my expenses?

Yes, VAT can be claimed where applicable. Ensure receipts are itemised and VAT details are clearly shown.

Who do I contact for support with expense claims?

You can contact the Stonegate Support team for assistance.

Are there limits on food and drink expenses?

Yes, reasonable limits apply. Refer to the Food & Drink section for specific guidance.