Coleg Cambria

Locations:

Applications:

Industries:

Coleg Cambria was established in August 2013 as a result of the merger of Deeside College and Yale College. It serves three local authority areas in North East Wales: Flintshire, Wrexham and Denbighshire from its five sites. The college has an annual turnover of over £60m, over 12,000 students and works in partnership with over 1,100 employees.

What process was being used for the management of expenses before Webexpenses?

Our previous system was a manual paper claim completed by the claimant and submitted to their line manager for approval. Delays were likely here if forms required sending via internal site-to-site transport.

Approved claim forms were then sent to the payroll department who would review a batch of claims for compliance with the policy. Rejected claims would then be sent back to the claimant with a note via internal mail.

Approved claims would be manually entered into an excel summary sheet which formed part of the monthly submission to payroll. Our payroll bureau would then upload data onto the monthly payroll run and payment received along with their salaries – a very long-winded process!

What ultimately made you start to look for an expense solution?

The previous system was dated and severely flawed.

Compliance with policy reliant on budget holders checking each and every line of every claim and payroll sample testing, resulting in both duplication and a large number of claims being approved without a thorough check against the policy. A number of expense claims being approved for payment without the correct evidence via receipts being seen or attached.

A Number of forms were regularly rejected and returned where essential data items were missing e.g. payroll number, cost centre, receipts, signature etc.

Payment made through monthly payroll with strict deadlines to adhere to payroll bureau demands often resulted in claims on average being paid up to two months after the event.

The key drivers were compliance and efficiency; conforming with the college’s paperless agenda, reducing the period of reimbursement and removing issues of delays in the approval process. On average the finance team processed in excess of 300 monthly paper-based claims.

Why did Coleg Cambria select Webexpenses over any other solution?

Webexpenses offered a cloud-based solution with mobile capability which could accommodate the needs of all of our staff.

Added value was demonstrated through:

  • Improved compliance with college policy through reminders and compliance warning flags
  • Improved reporting and management of information
  • Reduction in risk of fraudulent claims.

How did you find working with the Webexpenses sales team?

The sales team were very professional, knowledgeable and weren’t too pushy allowing us to make an informed decision on the solution we were looking for.

How was the implementation of Webexpenses and our support?

The support from day one up to, and including full implementation has been second to none. Within the implementation process, it included regularly scheduled progress calls and an excellent tracking system which linked the college with the implementation team, allowing us to respond to data requests, flag any queries and monitor progress against actions and key stages of the implementation process. The helpdesk facility is also a great tool and has been used by both administrators and end users. Response rates are exceptional.

How did different users at Coleg Cambria take to using Webexpenses?

All the users have been glowing in their feedback following the implementation of Webexpenses. From a finance perspective, the only criticism I would have is that we have seen a marked increase in the number of employees now submitting monthly claims!

How do you find our ongoing communication to you about Webexpenses?

Ongoing communication is regular and relevant keeping us informed with on-going developments and product updates.

How much time has been saved for your finance team when managing expenses through Webexpenses?

We now undertake fortnightly payment runs, which take no longer than a couple of hours each to process. Previously, the process would take 2-3 days from receipt of claims to include compliance checks through to processing for payment via the monthly payroll.

Which key benefits have Webexpenses brought to Coleg Cambria?

  • Improved efficiencies for users, accounts, management and auditors

  •  Tighter adherence to expense policy by having comprehensive rules and claim item policy reminder.

  • Reduced costs by minimising the time spent by the business on managing and processing.

  • Increased staff satisfaction with expenses being approved, processed and paid more quickly

Which key features have you found most useful of Webexpenses?

The mobile app has been extremely useful. The College’s work based assessors are away from the site most days and spend time at employer premises. This provides easy access to the majority of the main features of the system and allows them to take a photograph and upload of any receipts received, whilst undertaking their duties. It has avoided the need to catch up on backlog activity when they are back at the office.

 

Browse Other Case Studies

All
  • All
  • Area | Americas
  • Area | APAC
  • Area | EMEA
  • Area | Global
  • Consulting & Services
  • Consumer Goods & Entertainment
  • Education
  • Finance & Insurance
  • Food & Hospitality
  • Manufacturing & Equipment
  • Medical & Bioscience
  • Natural Resources & Environment
  • Non-Profit
  • Supply Chain & Logistics
  • Technology & Software
  • Video

Konica Minolta Marketing Services

Read More

Coronation Fund Managers

London-based Coronation Fund Managers is an independent, specialist fund manager founded in 1996 providing sophisticated investment solutions to institutional clients.

Read More

Munster Rugby

Founded in 1879, Munster Rugby is one of the most successful and best supported rugby clubs in the world with...

Read More

Healthcare at Home

Healthcare at Home is the UK’s largest provider of home healthcare services with around 1,500 employees and caring for more...

Read More

Otsuka Pharmaceuticals

Peter Blott, finance manager at Otsuka, knew the existing way of handling expenses would not cope as additional products were...

Read More

Inspirations Paint

The paint supply specialist introduced Webexpenses in 2017 and immediately saw improvements in the managing of their expenses.

Read More

CIPP

The Chartered Institute of Payroll Professionals (CIPP) was established as an official industry body in 1985 when the Institute of...

Read More

Alzheimer’s Research UK

Prior to using Webexpenses, Alzheimer’s Research UK were using a highly manual process that wasn’t able to keep up with...

Read More

Swiss Post

In line with its desire to be a highly sustainable company, Swiss Post Solutions Ltd. in the UK made the...

Read More

IOP Publishing

Read More

Nextira One

The company’s sizeable field-based implementation and maintenance support team previously submitted expenses using an excel spreadsheet that was then printed...

Read More

Procure4

Procure4 is a team of supply chain management specialists working across Europe, USA and UAE to deliver cost base reduction...

Read More

Scottish Swimming

Scottish Swimming, a national body for the sport, felt it was time to migrate their manual expenses operations towards a...

Read More

Pongo Power

Pongo Power, INC. is a Brooklyn based physical fitness company that provides physical education about anatomy, physiology, and sports science...

Read More

Museum of London

The Museum of London, which tells the story of London from 450,000 BC to the present day, has recently adopted...

Read More

Underground Coffee Roasters

New Zealand based coffee company, Underground Coffee Roasters provide cafés, shops and barista training – they have a passion for...

Read More

TransMedia Dynamics

Media asset management company TransMedia Dynamics are a worldwide organisation, they have offices in the UK, US, Australia and Malaysia.

Read More

Smart Training and Recruitment

Read More

USAlliance Financial

Serving over 90,000 members worldwide, including the employees of American Express, PepsiCo, and IBM, USALLIANCE Financial is a multi-faceted $1+...

Read More

Global Action Plan

Global Action Plan is the UK’s leading environmental change charity and, since 1993, has helped businesses, schools and communities reduce...

Read More

Mountain Warehouse

Webexpenses explores the main expense-related issues the business was having prior to using Webexpenses for their expense management solution, with...

Read More

Merz Pharma UK Ltd

With an expanding product range supported by active research and development, Merz Pharma UK Ltd. has a passion for pushing...

Read More

GapConsulting

As the company’s consultants spend a large part of their time working at customer sites, the expenses process was previously...

Read More

VTCT

VTCT are a Government-approved awarding organisation, with a focus on the advancement of education.

Read More

Allpress Espresso

Allpress Espresso is a coffee roaster and ‘espresso specialist’ business founded by Michael Allpress in New Zealand during the year...

Read More

Woolmark

Woolmark was founded in Australia in 1937, and has since grown to become a truly global organisation.

Read More

Adecco Group

The Adecco Group is the world’s leading provider of HR solutions.

Read More

Arrow Business Communications

Arrow Business Communications have offices across the UK, Managing expenses efficiently is important to them with many approving managers working...

Read More

Probrand

IT service provider and value added reseller Probrand has built its reputation on a track record of helping businesses to...

Read More

Henry Schein

The UK based arm of Henry Schein is split into four divisions and approximately 400 employees make expense claims on...

Read More