Transforming expense management, absence calculations and reporting

Having completed the system review, the Ainscough HR team are bringing their processes into the present and learning how Zellis latest updates can make their activities more effective.

Expense management

Expense management for Ainscough has always been a very manual process involving emails, paper receipts, photographs of receipts which all had to be sent to various team members for reconciliation. This could lead to payment delays when pieces of information went missing or weren’t checked on time.

The Zellis team quickly highlighted that Ainscough could manage expenses through MyView, with individuals adding their expenses to the app, including all supporting documentation, which could then be easily reviewed by managers. “This really saves time, makes sure that everything is in order and gives us confidence that expenses are paid accurately. We also have a very clear record of why those expenses were paid,” said Darren.

Absence Calculations

Maintaining an outdated setup and not updating the system to reflect changes meant that the team would have to use a calendar to manually work out how many days leave someone had and how many days pay for paying sick pay or maternity pay. This also meant that a separate spreadsheet was required for working out average holiday pay.

Utilising the potential of their system will also reduce the number of man hours Ainscough’s holiday purchase scheme takes.

“For the last six years that we’ve run this scheme, we’ve had to go into 800 records individually and manually adjust holiday entitlements, but we now know that the system can do this for us.

In hindsight we keep asking ourselves why didn’t we question whether these were part of the system? Of course they are!”

Darren Thompson, HR Director at Ainscough Crane Hire