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Claiming Rebillable Expenses

Rebillable expenses are authorised business costs incurred during an assignment and reimbursed through the agency supply chain. They are separate from your pay and must be supported by the required documentation and receipts.

SmartWork requires rebillable expenses to be submitted using an approved expense form so claims can be checked, processed accurately and supported by a clear audit trail.

What Are Rebillable Expenses?

Examples may include:

  • Hotel accommodation
  • Rail, air and other business travel
  • Parking charges
  • Congestion charges
  • Client-authorised mileage
  • Business-related subsistence
  • Other assignment-related costs approved by the client

All expenses must comply with the client’s expense policy and be supported by valid documentation.

Why Does SmartWork Require a Rebillable Expenses Form?

SmartWork must keep evidence that reimbursed expenses are genuine, business-related and properly documented. These checks support HMRC record-keeping requirements and FCSA accreditation standards. Accurate records protect contractors, agencies, end clients and SmartWork if a claim is queried or reviewed.

The information collected on the Rebillable Expenses Form enables us to:

  • Verify that the expense relates to a genuine business activity.
  • Confirm that the expense was incurred by the worker.
  • Ensure supporting receipts and invoices are available where required.
  • Maintain a clear audit trail.
  • Meet record-keeping responsibilities.
  • Support our compliance procedures and accreditation obligations.
  • Reduce processing delays and reimbursement queries.

I’ve Already Given My Mileage or Expenses to My Agency. Why Do I Need to Provide Them to SmartWork?

This is one of the most common questions we receive. While you may have already provided your mileage or expense information to your agency for client billing purposes, SmartWork has separate responsibilities as your employer. Your agency may collect mileage or expense details to recover costs from the client, but we must keep its own records as your employer to support payroll, reimbursement and compliance checks.

As the employer responsible for processing payments to workers, we may need to verify:

  • Who incurred the expense.
  • When the expense was incurred.
  • The business reason for the expense.
  • The locations travelled to and from.
  • Whether supporting evidence is available.
  • That the reimbursement being processed matches the expense incurred.

Agencies do not always provide us with all the details and evidence we need for our records, so we may need to collect this information directly from you, even if you have already submitted it elsewhere.

Providing the information directly to us helps:

  • Maintain a complete audit trail.
  • Meet our employer obligations.
  • Support compliance and record-keeping requirements.
  • Reduce delays in processing claims.
  • Resolve payroll, agency, client or compliance queries quickly and accurately.
  • Protect all parties in the event of a future review or audit.

We appreciate this can feel repetitive, but collecting the information directly helps us process reimbursements correctly and keep the required supporting records.

Do I Have to Use the SmartWork Rebillable Expenses Form?

Not necessarily. Whilst the SmartWork Rebillable Expenses Form is our preferred method because it contains all the information we require, we understand that many agencies and clients already operate their own expense claim processes.

We are happy to accept an agency or client expense form in place of the SmartWork Rebillable Expenses Form, provided it contains the information we need to process the claim.

If the information provided is incomplete, SmartWork may request additional details before processing the claim. Our objective is to avoid unnecessary duplication wherever possible whilst ensuring we maintain the records required to support a compliant reimbursement process.

Expenses Must Relate to Approved Work and Timesheets

To be reimbursed, rebillable expenses must relate directly to client-approved work and be supported by an approved timesheet or corresponding work record.

When reviewing an expense claim, the SmartWork team will verify that:

  • The expense relates to an active assignment.
  • The expense was incurred whilst performing services for the client.
  • A corresponding timesheet or record of work has been submitted.
  • The expense dates align with the dates worked.
  • The expense is reasonable and consistent with the assignment.

This helps ensure expenses reimbursed through the supply chain are correctly linked to genuine business activities and supported by an appropriate audit trail.

Our Commitment to Compliance

We operate a transparent and compliant PAYE umbrella model, and we are committed to:

  • Full transparency.
  • Robust record-keeping.
  • Protecting workers and agencies.
  • Meeting our obligations as an employer.
  • Maintaining FCSA accreditation standards.
  • Supporting client audit requirements.
  • Processing legitimate claims as efficiently as possible.

By collecting the right information at the point of submission, we can minimise delays and ensure claims are reimbursed quickly and accurately.

Before You Submit a Rebillable Expense

Before submitting a claim, check that the expense was client-approved, relates directly to your assignment, is supported by an itemised receipt or invoice, and is linked to approved work recorded through a valid timesheet or corresponding work output.

How to Submit a Rebillable Expense

Step 1: Complete the Rebillable Expenses Form

Provide your full name, agency name, assignment details, expense date, category, description, net amount, VAT amount where applicable, and total claim value.

Step 2: Attach Supporting Documentation

Attach all relevant evidence, such as itemised receipts, VAT invoices, hotel invoices, travel tickets, booking confirmations and client approval documentation where required.

Step 3: Submit Your Claim

Send your completed form and all supporting documentation to your designated Business Manager or the SmartWork payroll team.

Submit claims as soon as reasonably possible after the expense is incurred.

VAT and Receipts

Where VAT has been charged, we may require a valid VAT receipt showing:

  • Supplier name
  • Date of purchase
  • VAT registration number
  • VAT amount charged
  • Description of goods or services supplied

Please note that card payment slips alone cannot be accepted as proof of purchase.

What Happens Next?

The SmartWork team reviews the claim and supporting documentation for accuracy and completeness.

We submit the claim through the relevant agency and client approval process.

Once approved and reimbursed through the supply chain, SmartWork pays the worker.

Processing times may vary depending on agency and client approval procedures.

Frequently Asked Questions

Can I submit a claim without a receipt?

No. All rebillable expenses must be supported by appropriate documentary evidence.

Can I claim mileage?

Yes, where the client has authorised the mileage, and you provide the required journey details and documentation.

I already gave my mileage to my agency. Why do I need to send it again?

Because SmartWork has separate payroll, employer, and compliance responsibilities, we may require information that agencies don’t routinely provide.

Can I use my agency’s expense form?

Yes. We can accept agency or client expense forms provided they contain the information required to process the claim and are supported by appropriate evidence.

Does submitting a claim guarantee reimbursement?

No. All claims remain subject to client approval and the applicable expense policy.

Who can I contact if I need help?

Please contact your designated Business Manager or call 0800 434 6446. Our aim is to keep the process as simple as possible while ensuring claims can be paid promptly and supported by the records required for compliance.