Asda saves £200,000 with electronic expenses

The UK's second largest supermarket, Asda said it will save £200,000 a year by moving to outsourced electronic expense management systems.

The outsourcing contract with supplier, GlobalExpense was signed in March 2007 and in development since October 2006 through a pilot scheme. First rolled out in March 2007 to office staff in Asda House and clothing office George House, the system will be expanded to 2,500 users, including all store-based staff by the end of August.

Mike Hazelgrave, Asda Reward Manager said: "We estimate that we will save approximately £200,000 a year by using GlobalExpense's employee expense management process.

"We were still 100 per cent paper based when it came to expense management. Colleagues were unhappy with the manual system, especially those who travel extensively overseas."

He added: "Before GlobalExpense, we processed expenses via the payroll function and claims were reimbursed with salaries. Colleagues sometimes had to wait up to five or six weeks before being reimbursed." Being part of global company Wal-Mart, he said regular travellers are often out of the country for between six to eight weeks where, the delay between making a claim and receiving payment was often much longer. "Now colleagues can claim expenses online, anytime, anywhere and be reimbursed directly into their bank account within a week," said Hazelgrave.

"The new system allows our audit team to track more easily what's been claimed for, check it against the company policy and even change the policy if they see that it is unrealistic or leading to waste."

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