At Tail-r Made, our vision is:
The vet team can prioritise care, compassion, and connection. Tech tools assist and do the admin.
As part of this vision, it’s important that we manage expenses responsibly and transparently to support our team while maintaining cost efficiency.
To ensure expenses are processed smoothly:
- Receipts Required: All expense claims must include original receipts or invoices.
- Submission Deadline: Expenses should be submitted within 30 days of being incurred. Claims older than 90 days will not be reimbursed without senior management approval.
- Approval Process: Line manager approval is required for all expense claims before submission.
We aim to support you with reasonable costs incurred while carrying out your duties. Here’s what is typically covered:
Travel:
- Mileage: Mileage will be reimbursed at the current HMRC rates:
- 45p per mile for the first 10,000 miles in a tax year.
- 25p per mile for any additional miles.
- 5p per mile for each additional passenger.
- Public Transport: Standard class fares only. Taxi use should be pre-approved unless it is due to unforeseen circumstances.
- Parking: Parking fees will be reimbursed with a receipt, but fines or penalties will not be covered.
Meals (when travelling for work):
- Breakfast: Up to £8.
- Lunch: Up to £12.
- Dinner: Up to £20.
- Maximum Total: Meal expenses for one day should not exceed £30. Alcohol is not reimbursable.
Accommodation:
- Mid-range accommodation (e.g., Premier Inn or similar) is allowable.
- Any upgrades or stays exceeding £150 per night must be pre-approved.
Equipment:
- Purchases such as stationery or small tech accessories must be pre-approved by your line manager.
To remain fair and consistent, the following are not reimbursable:
- Personal items (e.g., toiletries, clothing).
- Fines, penalties, or parking tickets.
- Alcoholic beverages (including during business meals).
- Luxury expenses, including first-class travel or hotel upgrades, without prior authorisation.
If organising an event or client meeting, please ensure:
- Costs remain reasonable and within the approved budget.
- Itemised receipts are provided for all claims.
- Any exceptions to this policy are pre-approved by your line manager.
At Tail-r Made, we believe in fairness and simplicity. By ensuring expenses are clear, justified, and aligned with our policies, we can build a trusting and transparent workplace. If you have questions about a claim, your line manager or the finance team are here to help.