American research shows that large companies more often use an automated solution for claiming expense, travel and mileage reimbursement. From mini-research by ICreative, this also seems to be the case in the Netherlands. About three-quarters of the respondents say they declare via a desktop application or app.
Over thirty percent do not yet have an automated solution, but still submit claims using an Excel form or on paper. It is therefore not surprising that this group of respondents indicated that submitting (expense) claims in particular could be improved.
\Apart from the manual work that must be done, the biggest complaint is that receipts cannot be added to expense claim or that it is cumbersome to do so. What is striking is that this complaint is equally common among those submitting via desktop application. For a few, there is no structure at all in the submission: separate receipts and different claim forms are submitted interchangeably.
Most respondents (41 percent) submit their expense claims monthly, 12 percent do it weekly, 15 percent quarterly and for some 30 percent the frequency varies. These are mainly mileage reimbursement and expense claims, such as parking, travel and accommodation expenses.
Just under ten percent say they also get advances on business trips, for example. Just over ten percent request money back for subscriptions to magazines, public transportation, mobile phones or the Internet, for example.
Nearly 65 percent of respondents take less than ten minutes to file their expense claim . Almost a quarter spend ten minutes to half an hour on it and the rest spend more than half an hour.
Processing
Of the 38 respondents, 26 indicated that they also authorize and/or process claims. These people were asked some additional questions about processing. Their responses indicated that the lion's share of claims are handled in the financial system.
Only 23 percent of this group of respondents said that expense claims are processed only in the HR system. Just as many respondents said they use the financial system in addition to the HR system, and 54 percent use only the financial system.
When it comes to the amount of claims estimated to be processed there annually, an even distribution is seen: 32 percent think less than five hundred claims, while 32 percent estimate between five hundred and five thousand claims, 32 percent more than five thousand and 4 percent do not know exactly.
Do you have questions as a result of this survey or would you like to discuss with us how to improve your claims process? Click here for more information.