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Expense Requests & Approvals Policy

To ensure transparency, financial control and accurate forecasting, FooEngine operates a structured process for requesting and approving new expenses and purchases.

This policy explains how employees should request approval for expenses before committing Company funds.

When Approval is Required

Approval is required for:

  • One-off purchases over £100
  • Team or department purchases
  • Software or subscription services
  • Computer or office equipment (new or replacement)
  • Travel or professional development costs over £100
  • Any non-standard or exceptional expense

(Everyday purchases under £100 follow the Expenses Policy and do not require pre-approval unless unusual.)

Discuss Before Requesting

Before submitting a request:

  • Discuss the proposed expense with your line manager; or
  • Where team-wide, discuss with the relevant team lead.

This ensures alignment with team needs and budgets.

Submitting an Expense Request

Expense approval requests should be submitted to Finance or senior management and should include:

  • Product or service name
  • Total estimated cost
  • Purpose and business justification
  • Urgency or required date
  • Confirmation of manager or team lead approval
  • Any cost breakdown if relevant

Review and Approval

Finance and senior management will:

  • Review requests regularly
  • Confirm approval, rejection or request further information
  • Consider urgency and budget availability

Where urgent approval is required, employees should highlight this clearly in their request.

After Approval

Once approved:

  • The employee may proceed with purchase and submit an expense claim; or
  • The Company may purchase directly on the employee's behalf for higher-value items; or
  • Company payment details may be provided if required.

For equipment purchases over £500, the Company will normally purchase directly where practical.

Transparency and Forecasting

Approved requests may be recorded centrally by Finance to:

  • Maintain visibility of upcoming costs
  • Support financial planning and forecasting

If You Need Help

If an expense is urgent or unclear, employees should contact Finance or senior management for guidance.

Misuse

Circumventing the approval process or committing Company funds without required approval may lead to non-reimbursement and disciplinary action.