Expense Claims

Claiming Expenses

The revenue that is deposited into your Enspiral Services account is for you to control – you can pay yourself or you can spend it on things that will benefit your Enspiral Services work goals.

You can claim expenses for things that are part of the CORE BUSINESS:

Enspiral is a social innovations company that undertakes R&D, launches new businesses and charities, and provides professional services for commercial and social organisations.

Examples:

• People – you can pay for dev, sales and marketing, accounting, NFP work
• Better gear – work smarter on better tech
• Social Innovation – attend a social innovation event
• Software: related to what Enspiral Services does now, or is investigating doing in the future
• You need to keep some records. Always keep the receipt. It needs to say Tax Invoice or GST Invoice (eftpos receipts are not enough). Expenses claimed must be during the period of your employment at Enspiral Services (not prior).

Assets

Assets are things that you can keep for a few years. As a general rule if you’re buying something physical (like a computer), and it is over $500, then it is an asset.

The IRD requires that invoices over $1000 have the recipients name to claim the gst and the expense. If you are claiming this asset through Enspiral, then Enspiral must be listed as the recipient. In shops usually you can request the invoice be made out to Enspiral, especially if it is a computer or something expensive. If you are purchasing something online for more than $1000, then usually you can put the name of the company on the invoice. This does not apply to purchases under $1000.

Anything else related to Enspiral core business is an expense.

Expenses

There are a few rules you need to know about (IRD can help – see links):

• entertainment – you can only claim half the entertainment expense and it needs to be business related, e.g. entertaining clients. You need to write down who was there and why. (e.g Coffee; Josh and Josh. Discuss startup progress offsite).
• entertainment while travelling – you can claim food and drink while travelling on business, at promotions open to the public, and at certain conferences. On your expense claim you need to write down who was there and why.
• travel business related expenses such as air tickets, conferences etc can be claimed. It is important to keep details of your reason for the trip, your itinerary and your expenses. Add this in a cover note. More info.
• vehicle expenses. You can claim 74 cents per kilometre for your business related vehicle expenses. there are some rules – for example you cant claim for your commute. More info.
• home office expenses; if you work from home and not in the office telephone, Internet, rent, electricity. Enspiral has internal rules about this in your employment agreement. More info.

Employee Expenses

• Purchase on your personal credit card or pay cash
• KEEP THE RECEIPT
• Scan it
• Add an expense claim on Xero and attach the receipt
• Submit for approval
• You will be reimbursed from your Enspiral account
• The total including GST will be paid with your next payday, and the GST exclusive amount will be deducted from your Enspiral account. This means you can basically spend money tax-free.

Employee Assets

Employees assets are, for tax purposes, owned by Enspiral. As a budget manager, you control the asset. However, should you decide to sell, dispose of, or break the asset Enspiral needs to know about it (send an email to the support crew with the details).

If you leave Enspiral you can buy the asset off Enspiral and take it with you (the money you pay the company goes into your Enspiral account). If you sell the asset to someone else then the GST exclusive amount goes back into your staff account.

Submit via Xero

Expenses and asset claims are processed through Xero. If you have not been given an invite to the Enspiral Xero account and you need one, let the support crew know. You can access Xero on the web or via their mobile app.

Go to accounts > expense claims and click add receipt to log a claim. Then check the box and click submit for approval.

If you need help or the Xero form isn’t appropriate for your claim, email accounts@enspiral.com with the details.

Contractor Assets and Expenses:

You do not need to worry about expense claims or assets – just invoice Enspiral when you want to take money out of your Enspiral account and handle all expenses and assets yourself.