Expense & invoice management

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Dear Northamptonshire Fire and Rescue Service,

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 long does it take on average to process 1 expense claim?
5. How many expense claims were made in FY21/22? And what was total value of expense claimed in FY21/22?
6. Can your staff submit expenses remotely?
7. How are you claiming VAT on mileage? Do your staff have to deduct commute from mileage manually?
8. What percentage of expense claims are you auditing?
9. How many FTEs (full time employees) do you have processing expense claims?
10. What is the average time to reimburse your staff’s expenses?
11. How are you reporting on expense spend?
12. Are there direct data integrations for expense spend directly into your main finance system? Alternatively, are they bulk uploaded via JPEG etc.?
Invoices
13. What system do you use for managing/processing invoices?
14. 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?
15. How many invoices were processed in FY21/22?
16. How many FTEs (full time employees) do you have in your accounts payable team who process invoices?
17. What percentage of invoices were paid late in FY21/22?
18. Do you use Optical Character Recognition (OCR) to scan invoices?
19. Do you have to manually validate the scanned invoices from the OCR capture?
20. 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?
21. Are you claiming VAT on invoices? If so, are you doing this in-house?
How are you currently reporting on invoice spend?

Yours faithfully,

jc

Reception,

Thank you for your email, this mailbox is monitored Monday-Friday
(excluding bank holidays) between the hours of 08:30-16:30.

 

We will deal with your email on our return.

 

Kind regards,

 

* Service Information Team

       Northamptonshire Fire and Rescue Service

       Darby House

       Darby Close

       Park Farm Industrial Estate

       Wellingborough

       NN8 6GS

: [1][email address]

(   01604 797000

Web: [2]www.northantsfire.gov.uk

 

 

 

 

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Reception,

3 Attachments

Dear James

 

I am writing to acknowledge your request for information under the Freedom
of Information Act 2000 dated 22 April 2022.

 

I am dealing with your request and will be in contact with you as soon as
possible.

 

Kind regards 

 

 

* Service Information Team

       Northamptonshire Fire and Rescue Service

       Darby House

       Darby Close

         Wellingborough

         NN8 6GS

: [1][email address]

(   01604 797000

Web: [2]www.northantsfire.gov.uk

Follow us:

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Reception,

4 Attachments

Good afternoon James,

 

Please find attached our response to your FOI request logged under
reference NFRS2022-97-97.

 

Kind regards,

 

* Service Information Team

       Northamptonshire Fire and Rescue Service

       Service Headquarters

       Darby House, Darby Close

       Park Farm Industrial Estate

       Wellingborough

       NN8 6GS

: [1][email address]

(   01604 797000

Web: [2]www.northantsfire.gov.uk

Follow us:

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2. http://www.northantsfire.gov.uk/
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4. https://twitter.com/northantsfire
5. https://twitter.com/NFRSFireDogs