How to Submit Expenses (Dext)

FooEngine uses Dext to capture and process reimbursable expenses.

This policy explains how to submit expenses correctly so they can be approved, processed and reimbursed efficiently.

This policy should be read alongside:

• Expense Requests & Approvals Policy
• Travel Expenses Policy

Who Can Submit Expenses

All employees may submit reimbursable business expenses through Dext.

Contractors do not submit expenses through Dext unless specifically agreed in writing.

When Expenses Are Paid

• Approved expenses are normally reimbursed monthly via payroll or bank transfer.
• Expenses must be submitted within 3 months of purchase.
• Late submissions may not be reimbursed.

Receipts Are Mandatory

Every expense must have:

• An itemised receipt or invoice
• Date, supplier name and amount visible

Credit card slips alone are not acceptable.

If you receive an email receipt, upload or forward it into Dext.

Submitting an Expense in Dext

You may use:

• The Dext mobile app
• The Dext web portal

When submitting an expense:

1. Upload or photograph the receipt
2. Check the scanned data is correct
3. Select the correct category
4. Add a short description if needed
5. Submit for approval

Categories

Use the most appropriate category. Common examples:

• Travel – Rail / Taxi / Local Transport
• Accommodation
• Meals – Business Travel
• Client Entertainment
• Office & IT Equipment
• Software & Subscriptions
• Professional Development
• Mileage (HMRC rate)

Note: Coffee, tea and meals while working from home are not reimbursable under FooEngine policy.

Mileage Claims

If you use your own car for approved business travel:

• Claim mileage through Dext
• HMRC-approved mileage rates apply
• Do not claim fuel receipts separately

Expenses Paid Directly by FooEngine

The following normally do not require employee expense claims:

• Flights (booked centrally by Finance)
• Uber rides (via corporate Uber account)
• Team outings and group meals (paid via Equals digital cards)

Only submit expenses where you have personally paid out-of-pocket.

Approval Process

• Your line manager reviews submitted expenses
• Finance performs final processing
• Queries will be raised if information is missing

VAT and UK Tax Rules

For UK expenses:

• Receipts should show a VAT number where applicable
• Train tickets and postage are VAT exempt
• Flights are zero-rated
• If no VAT number is shown, mark as "Not VAT registered"

Finance will handle VAT coding where needed — employees only need to provide valid receipts.

Bank Detail Changes

If your bank details change:

• Update your details as instructed by Finance
• Notify Finance directly so reimbursements are not delayed

Receipts and Claims

• Receipts must be retained for reimbursable travel expenses.
• Claims should be submitted promptly after travel.
• Flights, Uber rides and Equals card transactions will normally not require employee reimbursement claims as they are paid directly by the Company.

If You Need Help

If:

• You cannot pay upfront for a required purchase
• You are unsure whether something is claimable
• An expense is urgent

Speak with Finance or senior management before making the purchase.

Misuse

Submitting non-business or false expenses may result in:

• Non-reimbursement
• Disciplinary action
• Potential gross misconduct proceedings