Expenses and Payments Reports and Forms
This Expenses and Payments Reports and Salary Forms sub-folder contains forms which will be used during the course of an employee’s time with your Company. During the induction process, new employees should be shown how these forms should be used. There are forms which will enable you to keep track of expenditure incurred in the course of business travel and entertaining.
In addition, there are Weekly Time Sheet and Monthly Time Sheets for employees to record the hours they have worked on a weekly or monthly basis. They are particularly useful for staff that are employed on zero hours employment contracts where there are no fixed working hours. Finally, there are salary forms to be used for new employees, changes to salary and personal circumstances and leavers.
Expenses and Payments Reports and Forms is part of Employment. Just £38.50 + VAT provides unlimited downloads from Employment for 1 year.
Frequently Asked Questions
Which Simply-Docs form should I give employees to claim back travel and business costs? +
Three separate forms cover different types of business expenditure, so give employees the one that matches the cost they are claiming. The Expenses Report handles general business costs, the Travel Expenses Report covers journeys made in the course of work and the Entertainment Report covers client hospitality and similar spend. Show them how each works during induction.
My employee uses their own car for work trips. What is the maximum mileage rate I can pay tax-free? +
For the 2026-27 tax year the HMRC Approved Mileage Allowance Payment (AMAP) rate for cars and vans is 55p per mile for the first 10,000 business miles and 25p per mile after that. Reimbursing at or below these rates creates no tax or National Insurance liability for you or the employee. Paying above them creates a taxable benefit that must be reported. Regular mileage claims are easiest to manage with the Simply-Docs Monthly Car Mileage Form, which gives you a consistent record for each employee.
I employ staff on zero hours contracts. How should I track the hours they have worked each week or month? +
A timesheet completed for each pay period is the clearest way to record variable hours. Simply-Docs provides both a Weekly Time Sheet and a Monthly Time Sheet for this purpose. Employees complete the form for the period and submit it so payroll can calculate the correct amount. The weekly version suits shorter pay cycles; the monthly version suits staff paid calendar-monthly. Introducing these forms during induction helps employees understand what is expected and reduces payroll errors later.
I need to record a new employee's salary and personal details when they join. Which forms cover this? +
Capture a new employee's details at joining with a New Starter Form, and use the separate New Starter Form (payroll variant) for salary setup. Show new starters these forms during induction so payroll has everything it needs from day one. The Sample Payslip gives a ready reference layout once payroll is running.
My business receives tips regularly. What do I need to have in place since the new tipping law came into force? +
Since the Employment (Allocation of Tips) Act 2023 came into force on 1 October 2024, employers receiving tips, gratuities or service charges more than occasionally must allocate them fairly to all workers (including agency workers) and pass them on in full without deductions. You need a written tips policy readily available to all workers, and must keep records of distribution for at least three years, which workers can request to see. Simply-Docs provides a Letter Seeking Agreement to Allocation of Tips Policy and a Letter Confirming Allocation of Tips Policy to help you consult with and notify staff when introducing or updating your policy.
