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University of Lincoln First To Save on Expenses Through Software Europe Contract

New software set to provide efficiency savings

Software Europe, the leading UK-based provider of expenses and contract management software, has today announced that it is to provide the University of Lincoln with Expenses - an automated expenses system set to lead to efficiency savings.

Expenses is a hosted web-based application that replaces the conventional paper employee reclaiming process and offers organisations a quick and simple-to-use cost-reducing solution to handle expenses claims and reimbursements. The University of Lincoln is the first university to sign up for the software.

“In a climate where public sector institutions are under pressure to cut-back on spending, our spend management software provides organisations with a means to make significant savings on travel and entertainment expenses,” said Software Europe Managing Director Neil Everatt.

“We’re delighted to have signed a contract with the University of Lincoln and look forward to demonstrating the benefits of utilising a Software as a Service (SaaS) solution to tighten controls over employee claims, decrease processing costs and improve policy management.”

Software Europe, which has just undergone rebranding to reflect the scale and diversity of the solutions it now offers, beat off stiff competition to provide the service to the University of Lincoln. The decision to use Expenses was based on the depth of functionality available including secure access for every user from employee to manager, a user-friendly interface and its ability to store duty of care details such as drivers’ license and MOT information.

Available for use anywhere at any time through a web browser, claims can be quickly submitted by those employed directly by the university or on a freelance or contracted basis, and without the hassle of calculating VAT, mileage or currency conversions. Once completed, an email notification is sent to the person responsible for authorising the claim to ensure fast reimbursement.

By introducing the flexible software, the university will also be in a position to ensure HMRC and corporate travel and entertainment policy compliance, streamline financial processing of claims and store all information in a centralised database. With over 60 standard reporting options as well as scope to produce ad-hoc reports, the system will make it easier to review the recovery of VAT, produce P11D and PAYE Settlement Agreement reports and analyse data to understand spend patterns, identify fraudulent claims and assess areas where costs could be cut.

"We have identified our process for employees making expense claims as needing to be updated and see technology as the way of doing this. We are excited about working with Software Europe to create a system that will enhance the employee experience and ensure we comply with all policies and legislation,” said Ian Hodson, Rewards and Benefits Manager, University of Lincoln.

In addition to the University of Lincoln, Software Europe supplies its Expenses software to a host of public, private and third sector organisations including: Barratt Priceless Shoes Ltd, Security Industry Authority, Otto UK (Freemans and Grattan), Carillion plc, Ecclesiastical Insurance Group, 35 NHS Trusts and Business Link Northwest.