Expenses Policy

Expenses may be incurred by Auditors during site visits in the circumstances set out below.

Auditors can submit eligible incurred expense receipts along with the invoice for any audits delivered. Upon receipt of all necessary info, Tempo will process Expenses payments along with the invoice relating to the site visit.

All expenses must be documented by receipts, and where VAT is applicable, VAT receipts.

Auditors should stick to the rules set out below relating to expenses. Any expenses claims above the level set out in these rules will not be paid-out unless approved in writing in advance by Tempo’s CEO.

Tempo may deduct from expenses claim any sums due to Tempo at any time.

How to request reimbursement for expenses

How/When should you submit Expense(s)?

Submit the expense(s), along with the necessary VAT / evidence, at the same time that you submit your Invoice relating to any Audit / Site visit.

What should an invoice look like?

ALL invoices should be addressed to the following details:

Billing address: Tempo Audits Limited 22 Jubilee Road Bristol BS2 9RS

When will you get paid?

Expenses will be paid along with the invoice relating to the site visit.

Eligible Expenses

🚗 Car / Fuel:

  • Fuel expenses for Auditors will be paid in connection with on-site Audits at the rate of £0.45 per mile for travel

  • Any appointments which are 100 miles or less each way from an Auditor’s home address will be classed as an acceptable distance to travel for a one-day Audit.

  • When submitting the expenses, Auditors should itemise the number of miles travelled within their invoice (e.g. “Fuel expense - 150 miles @ £.45 per mile”). Google Maps should be used to calculate the mileage

  • A VAT receipt must be provided with a claim.

🚂 Train:

  • Train tickets can also be expensed, subject to not exceeding the mileage costs (the least of the two will be paid).

  • A receipt must be provided with the claim.

🛏️ Accommodation:

  • Any appointments which are 100 miles or less each way from an Auditor’s home address will be classed as an acceptable distance to travel for a one-day Audit without accommodation. Anything more and the Auditor can decide whether they would prefer accommodation.

  • For multi-day Audits, any appointments which are more than 1 hour away from an Auditor’s home address will be eligible for accommodation (should the Auditor require it). Anything less than 1 hour from Auditor’s home address and the Auditor should travel to the audit and back for each day of the audit.

  • If overnight accommodation is required, then this should be arranged by the Auditor.

  • Tempo allows £90 per night outside of the M25 and £130 per night inside the M25 (if hotel costs exceed the allowed amount discretion can be applied - but please contact Tempo to confirm).

  • Auditors should generally book flexible accommodation (in case of cancellations/rescheduling).

  • A VAT receipt must be provided with the claim.

🍕Meals:

  • An allowance of £30 per day for meals is claimable per night of accommodation in a hotel

  • A VAT receipt must be provided with the claim.

✈️ Flights / International

  • All air travel and international lodging expenses must be approved by Tempo in advance in writing

  • Any travel days will be paid pro-rata at full rate, subject to prior approval by Tempo’s CEO.

  • International travel days are set at a rate of £300 per travel day.

Management System Document Reference: HR1
Version: 1
Issue Date: 25/8/2024