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.