Finance system used 534/2022

FOI Reference: 534/2022 

Request:

Please could you answer some questions about how you are currently handing your spending at the Authority:

Travel & Expenses

1. What finance system do you use?
2. What system do you use to manage and process your staff’s expenses?
3. What is the expense process?
4. How many expense claims were made in FY21/22? And what was total value of expense claimed in FY21/22?
5. Can you submit expenses remotely?
6. How are you claiming VAT on mileage? Do your staff have to deduct commute from mileage?
7. What percentage of expense claims are you auditing?
8. How many FTEs (full time employees) do you have processing expense claims?
9. What is the average time to reimburse your staff’s expenses?
10. How are you reporting on expense spend, PSA expense types and scope 3 emissions reporting?
11. What are you biggest categories when it comes to Travel Spend?

Invoices

12. What system do you use for managing/processing invoices?
13. What is your current invoice process for handling supplier invoices, from receipt to when it is posted in the ERP/finance system and ready for payment?
14. How many invoices were processed in FY21/22?
15. How many FTEs (full time employees) do you have in your accounts payable team who process invoices?
16. What percentage of invoices were paid late in FY21/22?
17. Do you use Optical Character Recognition (OCR) to scan invoices?
18. Do you have to manually validate the scanned invoices from the OCR capture?
19. Do you currently have a PO system or a non-PO system? If you use both types – what is the percentage of PO invoices vs. non-PO invoices?
20. Are you claiming VAT on invoices? If so, are you doing this in-house?
21. How are you currently reporting on invoice spend?

Response:

I can confirm that Dyfed-Powys Police does hold the information requested, the details of which are as follows:

1. Unit 4 ERP

2. Midland Trent

3. Staff incur expense, submit a claim online, upload images of receipts, authorised according to limits, paid via payroll

4.

5. Yes

6. Drivers use pool cars or fuel cards. Mileage claims are exceptional. Deductions of commute depend on nature and direction of travel. Generally no but there are certain exceptions.

7. 100%

8. Integrated into payroll duties

9. No information held – not tracked

10. Yes, we report on expense spend. No, we don’t use PSA expense types or scope 3 emissions reporting

11. Public transport (trains)

12. Unit 4 ERP

13. Receipt, match to PO, scan to ERP, data entry to ERP

14. 7,670

15. 3.0 FTE that also deal with accounts receivable

16. 18% over 30 days

17. No

18. No

19. PO System but also able to pay non PO

20. Yes we claim VAT. Yes this is done in-house

21. Finance Business Partners report budget monitoring performance monthly and management accounts are circulated and inspected via governance structure monthly and quarterly                                                       

It should be noted that owing to the systems adopted by Dyfed-Powys Police in relation to the recording of such matters the information provided may or may not be accurate. It should be noted that for these reasons this Force’s response to your questions should not be used for comparison purposes with any other response you may receive.

(This is a response under the Freedom of Information Act 2000 and disclosed on 01/08/22)