Information Request re. the Current Business Expense Management Process

Cris Lehmann made this Freedom of Information request to Bradford City Council

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Dear Bradford City Council,

I'd be grateful if you can provide me with the following information under the Freedom of Information Act 2000.

1. Name, position and email address of the staff responsible for the council’s staff purchase/business expense cards.
2. If an automated business expense management is in place, what is the name of the system/card provider?
3. If this on a contacted basis, please provide the contract end date.
4. The estimated (or actual) amount of spend (£) in business expenses either by department or as an overall total.
5. Name, position and email address of the staff or department responsible for reducing the carbon emissions (CO2) within the council as part of the overall strategy to achieve carbon neutrality.

I trust all is in order and thank you in advance for your help.

Yours faithfully,

Cris Lehmann

Freedom of Information, Bradford City Council

Thank you for contacting the City of Bradford Metropolitan District
Council Corporate Information Governance Team.  We confirm that we have
received your correspondence.

 

If you have submitted a Freedom of Information or Environmental
Information Regulation request – we will respond to your request in
accordance with the appropriate legislation (20 working days). 

 

If we require further information from you before we process your request,
we will contact you directly to ask for this. 

 

City of Bradford Metropolitan District Council is registered with the
Information Commissioners Office (ICO) under the provisions of the Data
Protection Act 2018.  If you would like further information please click
on the following link: [1]Privacy notice | Bradford Council

                                              

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References

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1. https://www.bradford.gov.uk/privacy-noti...

Freedom of Information, Bradford City Council

Dear  Cris Lehmann

 

I refer to your request dated 08.10.2021 under the Freedom of Information
Act 2000.  To enable me to proceed with your request, I will require
further details in order to identify and locate all the requested
information.

 

In order to help us to provide the information required, please could you
clarify the following in bold:

 

4. The estimated (or actual) amount of spend (£) in business expenses
either by department or as an overall total. what timescale do you want
the info for? 

 

The Council has suspended your request until we receive clarification, and
the 20 working days to respond will commence upon receipt of your
clarification. If we do not hear from you within one month, we will assume
that you no longer require the information and this request will be
closed.

 

City of Bradford Metropolitan District Council is registered with the
Information Commissioners Office (ICO) under the provisions of the Data
Protection Act 2018. The Council takes its responsibilities under the Act
very seriously. 

 

To find out more on how we handle your information, please click on the
following link: https://www.bradford.gov.uk/privacy-notice

 

 

Regards

 

Siama Kausar

Information Governance Officer

Finance, IT & Procurement Service

 

Telephone Number: 01274 434506

Email: [Bradford City Council request email]

 

City of Bradford Metropolitan District Council

Department of Corporate Resources

City Hall, Centenary Square, Bradford, BD1 1HY

 

This email, and any attachments, may contain Protected or Restricted
information and is intended solely for the individual to whom it is
addressed. It may contain sensitive or protectively marked material and
should be handled accordingly. If this email has been misdirected, please
notify the author immediately. If you are not the intended recipient you
must not disclose, distribute, copy, print or rely on any of the
information contained in it or attached, and all copies must be deleted
immediately. Whilst we take reasonable steps to try to identify any
software viruses, any attachments to this email may nevertheless contain
viruses which our anti-virus software has failed to identify. You should
therefore carry out your own anti-virus checks before opening any
documents. Bradford Council will not accept any liability for damage
caused by computer viruses emanating from any attachment or other document
supplied with this email. Emails may be subject to recording and/or
monitoring in accordance with relevant legislation.

 

 

 

 

 

 

 

-------------------------------------------------------------------------

 

From: Cris Lehmann <[FOI #798140 email]>

To: Freedom of Information <[email address]>

Date: 08/10/2021 07:04:08

Subject: Freedom of Information request - Information Request re. the
Current Business Expense Management Process

 

CAUTION: This email has originated from outside Bradford Council. 

Do not click links or open attachments unless you recognise the sender and
know the content is safe.

 

 

Dear Bradford City Council,

 

 

 

I'd be grateful if you can provide me with the following information under
the Freedom of Information Act 2000.

 

 

 

1. Name, position and email address of the staff responsible for the
council?s staff purchase/business expense cards.

 

2. If an automated business expense management is in place, what is the
name of the system/card provider?

 

3. If this on a contacted basis, please provide the contract end date.

 

4. The estimated (or actual) amount of spend (£) in business expenses
either by department or as an overall total.

 

5. Name, position and email address of the staff or department responsible
for reducing the carbon emissions (CO2) within the council as part of the
overall strategy to achieve carbon neutrality.

 

 

 

I trust all is in order and thank you in advance for your help.

 

 

 

Yours faithfully,

 

 

 

Cris Lehmann

 

 

 

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-------------------------------------------------------------------

Dear Siama

Thank you for responding to my information request.

Re. Q4, Please forward information relating to the most recent financial year you have records for.

I look forward to hearing from you.

Yours sincerely,

Cris Lehmann

Freedom of Information, Bradford City Council

Thank you for contacting the City of Bradford Metropolitan District
Council Corporate Information Governance Team.  We confirm that we have
received your correspondence.

 

If you have submitted a Freedom of Information or Environmental
Information Regulation request – we will respond to your request in
accordance with the appropriate legislation (20 working days). 

 

If we require further information from you before we process your request,
we will contact you directly to ask for this. 

 

City of Bradford Metropolitan District Council is registered with the
Information Commissioners Office (ICO) under the provisions of the Data
Protection Act 2018.  If you would like further information please click
on the following link: [1]Privacy notice | Bradford Council

                                              

THIS IS AN AUTOMATED MESSAGE – PLEASE DO NOT REPLY

 

This email, and any attachments, may contain Protected or Restricted
information and is intended solely for the individual to whom it is
addressed. It may contain sensitive or protectively marked material and
should be handled accordingly. If this email has been misdirected, please
notify the author immediately. If you are not the intended recipient you
must not disclose, distribute, copy, print or rely on any of the
information contained in it or attached, and all copies must be deleted
immediately. Whilst we take reasonable steps to try to identify any
software viruses, any attachments to this email may nevertheless contain
viruses which our anti-virus software has failed to identify. You should
therefore carry out your own anti-virus checks before opening any
documents. Bradford Council will not accept any liability for damage
caused by computer viruses emanating from any attachment or other document
supplied with this email. Emails may be subject to recording and / or
monitoring in accordance with relevant legislation.

 

 

References

Visible links
1. https://www.bradford.gov.uk/privacy-noti...

Freedom of Information, Bradford City Council

Dear  Cris Lehmann

 

Thank you for your request for information received 08/10/2021 and your
clarification response received on 10/10/2021.

 

Please note that it may take upto 20 working days for the Council to
consider your request and provide a response. We aim to respond by
08/11/2021.

 

If this timescale should need to be extended to consider an exemption, you
will be notified. You will also be informed in advance if there is a
charge for supplying copies of the information requested. If the requested
information contains references to any third parties, we will need to
consult with them prior to disclosure.

 

If you have any queries regarding your request, please do not hesitate to
contact  the Corporate Information Governance team at [Bradford City Council request email]
quoting the above reference number.

 

City of Bradford Metropolitan District Council is registered with the
Information Commissioners Office (ICO) under the provisions of the Data
Protection Act 2018. The Council takes its responsibilities under the Act
very seriously.  To find out more on how we handle your information,
please click on the following link:
https://www.bradford.gov.uk/privacy-notice

 

Regards

 

Siama Kausar

Information Governance Officer

Finance, IT & Procurement Service

 

Telephone Number: 01274 434506

Email: [Bradford City Council request email]

 

City of Bradford Metropolitan District Council

Department of Corporate Resources

City Hall, Centenary Square, Bradford, BD1 1HY

 

This email, and any attachments, may contain Protected or Restricted
information and is intended solely for the individual to whom it is
addressed. It may contain sensitive or protectively marked material and
should be handled accordingly. If this email has been misdirected, please
notify the author immediately. If you are not the intended recipient you
must not disclose, distribute, copy, print or rely on any of the
information contained in it or attached, and all copies must be deleted
immediately. Whilst we take reasonable steps to try to identify any
software viruses, any attachments to this email may nevertheless contain
viruses which our anti-virus software has failed to identify. You should
therefore carry out your own anti-virus checks before opening any
documents. Bradford Council will not accept any liability for damage
caused by computer viruses emanating from any attachment or other document
supplied with this email. Emails may be subject to recording and/or
monitoring in accordance with relevant legislation.

 

 

 

 

Freedom of Information, Bradford City Council

Dear  Cris Lehmann

 

I refer to your request dated 8 October 2021 which was clarified on 10
October 2021  under the Freedom of Information Act asking to supply the
following information:

 

1. Name, position and email address of the staff responsible for the
council’s staff purchase/business expense cards.

2. If an automated business expense management is in place, what is the
name of the system/card provider?

3. If this on a contacted basis, please provide the contract end date.

4. The estimated (or actual) amount of spend (£) in business expenses
either by department or as an overall total.

5. Name, position and email address of the staff or department responsible
for reducing the carbon emissions (CO2) within the council as part of the
overall strategy to achieve carbon neutrality.

 

Clarified question: Re. Q4, Please forward information relating to the
most recent financial year you have records for.

 

The Council’s response is set out below:

 

1. Name, position and email address of the staff responsible for the
council's staff purchase/business expense cards.

Kerry Bailey [1][email address]. Strategic P2P Manager,
Procurement Service is responsible for the Council’s procurement cards.

 

The Council does not have staff business expense cards.

 

2. If an automated business expense management is in place, what is the
name of the system/card provider?  N/A

 

3. If this on a contacted basis, please provide the contract end date. N/A

 

4. The estimated (or actual) amount of spend (£) in business expenses
either by department or as an overall total. N/A

 

5. Name, position and email address of the staff or department responsible
for reducing the carbon emissions (CO2) within the council as part of the
overall strategy to achieve carbon neutrality.

Name: Neill Morrison

Position: Energy Team Manager

Email: [2][email address]

 

 

In accordance with the Freedom of Information Act, if you are not
satisfied with the reply to your request you can ask for a review. A
request for a review must be submitted within 40 working days in writing
to the Corporate Information Governance Team, City of Bradford
Metropolitan District Council, City Hall, Centenary Square, Bradford, BD1
1HY or by emailing [Bradford City Council request email].

 

If you are still not satisfied with the outcome of the internal review you
have the right of appeal to the Information Commissioner who can be
contacted at:

 

Information Commissioner’s Office,

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Tel: 0303 123 1113

Web Link: www.ico.org.uk.

 

City of Bradford Metropolitan District Council is registered with the
Information Commissioners Office (ICO) under the provisions of the Data
Protection Act 2018. The Council takes its responsibilities under the Act
very seriously.  To find out more on how we handle your information,
please click on the following link:
https://www.bradford.gov.uk/privacy-notice

 

Regards

 

Siama Kausar

Information Governance Officer

Finance, IT & Procurement Service

 

Telephone Number: 01274 434506

Email: [Bradford City Council request email]

 

City of Bradford Metropolitan District Council

Department of Corporate Resources

City Hall, Centenary Square, Bradford, BD1 1HY

 

This email, and any attachments, may contain Protected or Restricted
information and is intended solely for the individual to whom it is
addressed. It may contain sensitive or protectively marked material and
should be handled accordingly. If this email has been misdirected, please
notify the author immediately. If you are not the intended recipient you
must not disclose, distribute, copy, print or rely on any of the
information contained in it or attached, and all copies must be deleted
immediately. Whilst we take reasonable steps to try to identify any
software viruses, any attachments to this email may nevertheless contain
viruses which our anti-virus software has failed to identify. You should
therefore carry out your own anti-virus checks before opening any
documents. Bradford Council will not accept any liability for damage
caused by computer viruses emanating from any attachment or other document
supplied with this email. Emails may be subject to recording and/or
monitoring in accordance with relevant legislation.

 

 

References

Visible links
1. mailto:[email address]
2. mailto:[email address]

Dear Siama

Thank you for your response of 3 November 2021.

While I understand you as a council do not currently have business expense cards, I'd still be very grateful for an answer specifically to Q4 in my original request.

4. The estimated (or actual) amount of spend (£) in business expenses either by department or as an overall total for the most recent financial year.

For Clarification Purposes

Business expenses in this instance is anything that a staff member spends (potentially from their own finances to get reimbursed at a later date; an ad hoc purchase; anything on a purchase card or council credit card). Typical examples will be fuel; hotel stays on council business; stationery.

I trust all is in order and thank you in advance for your help.

Yours sincerely,

Cris Lehmann

Freedom of Information, Bradford City Council

Thank you for contacting the City of Bradford Metropolitan District
Council Corporate Information Governance Team.  We confirm that we have
received your correspondence.

 

If you have submitted a Freedom of Information or Environmental
Information Regulation request – we will respond to your request in
accordance with the appropriate legislation (20 working days). 

 

If we require further information from you before we process your request,
we will contact you directly to ask for this. 

 

City of Bradford Metropolitan District Council is registered with the
Information Commissioners Office (ICO) under the provisions of the Data
Protection Act 2018.  If you would like further information please click
on the following link: [1]Privacy notice | Bradford Council

                                              

THIS IS AN AUTOMATED MESSAGE – PLEASE DO NOT REPLY

 

This email, and any attachments, may contain Protected or Restricted
information and is intended solely for the individual to whom it is
addressed. It may contain sensitive or protectively marked material and
should be handled accordingly. If this email has been misdirected, please
notify the author immediately. If you are not the intended recipient you
must not disclose, distribute, copy, print or rely on any of the
information contained in it or attached, and all copies must be deleted
immediately. Whilst we take reasonable steps to try to identify any
software viruses, any attachments to this email may nevertheless contain
viruses which our anti-virus software has failed to identify. You should
therefore carry out your own anti-virus checks before opening any
documents. Bradford Council will not accept any liability for damage
caused by computer viruses emanating from any attachment or other document
supplied with this email. Emails may be subject to recording and / or
monitoring in accordance with relevant legislation.

 

 

References

Visible links
1. https://www.bradford.gov.uk/privacy-noti...

Freedom of Information, Bradford City Council

Dear  Cris Lehmann

 

Thank you for your request for information received 08/11/2021, which was
in response to the FOI reference 4415.  As you have clarified the
question, I have logged this as a new FOI and sent it back to the services
for a response.

 

Please note that it may take upto 20 working days for the Council to
consider your request and provide a response. We aim to respond by
06/12/2021.

 

If this timescale should need to be extended to consider an exemption, you
will be notified. You will also be informed in advance if there is a
charge for supplying copies of the information requested. If the requested
information contains references to any third parties, we will need to
consult with them prior to disclosure.

 

If you have any queries regarding your request, please do not hesitate to
contact  the Corporate Information Governance team at [Bradford City Council request email]
quoting the above reference number.

 

City of Bradford Metropolitan District Council is registered with the
Information Commissioners Office (ICO) under the provisions of the Data
Protection Act 2018. The Council takes its responsibilities under the Act
very seriously.  To find out more on how we handle your information,
please click on the following link:
https://www.bradford.gov.uk/privacy-notice

 

Regards

 

Siama Kausar

Information Governance Officer

Finance, IT & Procurement Service

 

Telephone Number: 01274 434506

Email: [Bradford City Council request email]

 

City of Bradford Metropolitan District Council

Department of Corporate Resources

City Hall, Centenary Square, Bradford, BD1 1HY

 

This email, and any attachments, may contain Protected or Restricted
information and is intended solely for the individual to whom it is
addressed. It may contain sensitive or protectively marked material and
should be handled accordingly. If this email has been misdirected, please
notify the author immediately. If you are not the intended recipient you
must not disclose, distribute, copy, print or rely on any of the
information contained in it or attached, and all copies must be deleted
immediately. Whilst we take reasonable steps to try to identify any
software viruses, any attachments to this email may nevertheless contain
viruses which our anti-virus software has failed to identify. You should
therefore carry out your own anti-virus checks before opening any
documents. Bradford Council will not accept any liability for damage
caused by computer viruses emanating from any attachment or other document
supplied with this email. Emails may be subject to recording and/or
monitoring in accordance with relevant legislation.

 

 

 

 

Freedom of Information, Bradford City Council

Dear  Cris Lehmann

 

I refer to your request dated 8 November 2021 under the Freedom of
Information Act asking to supply the following information:

 

While I understand you as a council do not currently have business expense
cards, I'd still be very grateful for an answer specifically to Q4 in my
original request.

4. The estimated (or actual) amount of spend (£) in business expenses
either by department or as an overall total for the most recent financial
year.

For Clarification Purposes

Business expenses in this instance is anything that a staff member spends
(potentially from their own finances to get reimbursed at a later date; an
ad hoc purchase; anything on a purchase card or council credit card).
Typical examples will be fuel; hotel stays on council business;
stationery.

 

 

The Council’s response is set out below:

 

The total expenses (from actual receipts) is £216,821.27 in 2020-21.

On top of this we reimbursed £469,912.84 in business mileage.

 

Spend on Council procurement cards is already in the public domain on
Northern Data Hub.

[1]https://datahub.bradford.gov.uk/ebase/da...

Nothing is reimbursed to members of staff through these cards because the
expenditure is paid direct by the Council.

 

In accordance with the Freedom of Information Act, if you are not
satisfied with the reply to your request you can ask for a review. A
request for a review must be submitted within 40 working days in writing
to the Corporate Information Governance Team, City of Bradford
Metropolitan District Council, City Hall, Centenary Square, Bradford, BD1
1HY or by emailing [Bradford City Council request email].

 

If you are still not satisfied with the outcome of the internal review you
have the right of appeal to the Information Commissioner who can be
contacted at:

 

Information Commissioner’s Office,

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Tel: 0303 123 1113

Web Link: www.ico.org.uk.

 

City of Bradford Metropolitan District Council is registered with the
Information Commissioners Office (ICO) under the provisions of the Data
Protection Act 2018. The Council takes its responsibilities under the Act
very seriously.  To find out more on how we handle your information,
please click on the following link:
https://www.bradford.gov.uk/privacy-notice

 

Regards

 

Siama Kausar

Information Governance Officer

Finance, IT & Procurement Service

 

Telephone Number: 01274 434506

Email: [Bradford City Council request email]

 

City of Bradford Metropolitan District Council

Department of Corporate Resources

City Hall, Centenary Square, Bradford, BD1 1HY

 

This email, and any attachments, may contain Protected or Restricted
information and is intended solely for the individual to whom it is
addressed. It may contain sensitive or protectively marked material and
should be handled accordingly. If this email has been misdirected, please
notify the author immediately. If you are not the intended recipient you
must not disclose, distribute, copy, print or rely on any of the
information contained in it or attached, and all copies must be deleted
immediately. Whilst we take reasonable steps to try to identify any
software viruses, any attachments to this email may nevertheless contain
viruses which our anti-virus software has failed to identify. You should
therefore carry out your own anti-virus checks before opening any
documents. Bradford Council will not accept any liability for damage
caused by computer viruses emanating from any attachment or other document
supplied with this email. Emails may be subject to recording and/or
monitoring in accordance with relevant legislation.

 

 

References

Visible links
1. https://datahub.bradford.gov.uk/ebase/da...