Filling out expenses forms for yourself or your boss takes up valuable time and can be stressful. Yet a correctly completed “charges” sheet with appropriate receipts can be a fast route to healthier finances, according to FPS Umbrella, the admin services consultancy.

Although the rules surrounding business expenses have remained unchanged for years, there is “widespread confusion” over what makes a legitimate claim, says Paul Towndrow, FPS group technical manager.

“HM Revenue & Customs accepts that most workers – particularly the growing number on temporary contracts – don’t charge what is theirs by right because they have never understood the groundrules. I’d advise temps who are not already claiming fares and subsistence payments through their employment agency to ring the HMRC helpline and start clawing back money via their annual self-assessment return.”

Top Tips

1 It is not necessary to have an expense account or a company credit card to claim entertaining, travel or subsistence expenses, but, if you’re claiming them through your employer or agency, they may need to be agreed beforehand.

2 If you are on a contract lasting less than 24 months, you are classed as a temporary worker with a right to charge mileage, or train/Tube/taxi fares, to travel to and from your workplace. The same is true if you spend less than 40 per cent of your working week at a particular location.

3 A blanket Personal Incident Expenditure (PIE) fee of £5 for miscellaneous items such as shampoo is yours, whether you are staff or temporary, and you don’t need a receipt to claim it.

4 High mobile bills shouldn’t be a problem if you itemise all business-related calls. Fixed-line operators such as BT will offer individual costings if you need to use your home phone to make peak-rate or international calls.

5 If you or your boss need letters after your name to get a job or promotion, don’t forget that professional association membership fees can be claimed back on expenses. HMRC helpline: 0845 9153296

Times Recommends

• Inspirational leadership
• How to get a new job
• The reluctant CEO