Over the course of your engagement, you may incur expenses, such as mileage, meals or travel tickets, additional to the fee for your booking.
Payments for expenses, disbursements and UK advances won't be paid through the , but will be paid into the bank account detailed in this system.
You must update your Expense Bank details in the FPP before giving your claim or advance to the person who hired you (these can be different to your main bank account where you receive your fee).
Freelancer expenses are covered in the 91热爆's Expenses Policy and can be claimed where agreed in addition to your fee.
Expense Policy
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91热爆 Expense Policy View and Download the 91热爆 Expense Policy here
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If you work for 91热爆 Studios or GNL please click here to access the relevant Expenses Policy
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Stay up to date on any changes to the Expense Policy here
PAYE Freelancers
You are a PAYE Freelancer if your booking type is: PAYE. You can find your booking type in your contract
Please use the Manual Expense form below to claim expenses and advances related to your booking as agreed with your booker. You will use the Manual Expense form for all types of Expenses:
- Personal Expenses (out of pocket costs incurred by you in the course of your 91热爆 work which are not included in your fee and which it has been agreed you can claim for e.g. travel costs.)
- Foreign Expenses (expenses incurred in another country, in a foreign currency)
- Disbursements: These are costs you have incurred on behalf of the 91热爆 (e.g. buying a prop which the 91热爆 will retain.)
Once complete scan or save, and email your claim with all relevant receipts to your local booker/team who will follow the 91热爆 expenses procedure.
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91热爆 TAX1 Form (Late Night Early Morning Travel Expenses) Once completed this form should be sent to eyct@service-now.com
Gross Paid Freelancers
Complete the appropriate Gross Paid Expense Form, depending on whether you are VAT registered or not, and whether the expenses were incurred in the UK or abroad (which can be downloaded below), and send to your booker.
You are a Gross Paid Freelancer if your booking type is: Modus Gross, Self Employed or Service Company. You can find your booking type in your contract
Please use the appropriate form below depending on the type of expense incurred, and your VAT registration status.
- Personal Expenses (out of pocket costs incurred by you in the course of your 91热爆 work which are not included in your fee and which it has been agreed you can claim for e.g. travel costs.)
- Foreign Expenses (expenses incurred in another country, in a foreign currency)
- Disbursements: These are costs you have incurred on behalf of the 91热爆 (e.g. buying a prop which the 91热爆 will retain.)
Once complete scan or save, and email your claim with all relevant receipts to your local booker/team who will follow the 91热爆 expenses procedure.
Form Guidance
For help with completing an Expense form, select the form that you need help with below. You can also view the below guidance on the first tab of each form.
Company Code
Your booker should be able to advise on the correct company code if you are unsure.
Currency
The currency that the expenses are claimed in. If the currency is not GBP, please ensure that you add the exchange rate to GBP under the Advance Amount box (cell S30/31).
Cost Centre
The charge code for the expenses. Your booker should be able to advise on the correct charge code if you are unsure.
Sheet Numbers
If the form is multiple pages long, please ensure that each page is correctly numbered, and the "Totals brought forward from previous sheet" section is completed (Row 11) on each page.
Claim Reference Section
Here, please include your Personal Number, the date that the form has been completed, and the suffix (in case you submit more than one expense claim in the same day - this should be A unless you have already submitted an expense form that day, in which case the suffix would be B / C / D etc.)
Expense Section
- Each expense should have a clear date (column A).
- If you are claiming Mileage, or Fuel, the amount of miles (column I) or Fuel Type (column J) should be specified.
- The total of each individual expense should be written under the correct GL (expense category) - Columns L-Q. They should also be written in the "Total" section (column S).
Receipts
Make sure you include your receipts when sending your claim to your booker. The receipts should be numbered, and the receipt number for each expense should be specified in Column K. Receipts are not necessary if claiming mileage. If the receipts and claim form total more than 5MB in file size, the claim form should be submitted in the email by your booker to HR, and the receipts submitted by Dropbox link.
Claim Total
The total claim amount should be written in cell S29.
Advances
If the expenses are being claimed to pay off an advance, the advance number should be specified in cell Q31, and the advance amount in cell S31. The amount due section should then be completed to reflect the amount remaining on the advance / the amount due to you if your expense claim totals more than the advance.
If the expenses are not being claimed to pay off an advance, cells Q31 and S31 should be left blank. In the amount due section, the full claim amount should be specified in the "to staff member" box, and the "to 91热爆" box left blank.
Claimant Section
Sign, date, enter telephone number and office address.
Certification Section
Where appropriate this will be filled in by the person certifying your claim.
Authorisation Section
The person authorising your claim will complete this box.
Page Numbers
If the form is multiple pages long, please ensure that each page is correctly numbered, and the "Totals brought forward from previous sheet" section is completed (Row 16) on each page.
VAT Number
If you are VAT registered please ensure that you add your VAT number to the form.
Registered Address
The address must match your address at the time that the expenses were incurred, rather than your current address (if they are two separate addresses).
Invoice Reference
Here, please include your Personal Number, and a unique reference of your choice (letters and numbers only).
Currency
If claiming for expenses incurred abroad, the currency should be specified in cell J5. The exchange rate should be specified in K40, before K41/42/43 are completed in GBP.
Claim Title
This should consist of your first name, and the Claim Title (we advise that this matches your Unique Invoice Number from cell G11.
Booking Reference
The booking reference within which these expenses were incurred in. For each booking reference, a separate claim form will need to be completed.
Charge Code
The charge code for the expenses. Your booker should be able to advise on the correct charge code if you are unsure.
Expense Section
- Each expense should have a clear date (column B) that falls within the start and end date of your booking. For any expenses that fall out of these dates, your booker will need to include the Business Justification for the expenses in their email, when they submit the expenses to HR.
- If you are VAT registered, the Net Cost (column I) and VAT (column J) should be separated, before the total (including VAT) is written in column K.
Receipts
Make sure you include your receipts when sending your claim to your booker. The receipts should be numbered, and the receipt number for each expense should be specified in Column A. Receipts are not necessary if claiming mileage. If the receipts and claim form total more than 5MB in file size, the claim form should be submitted in the email by your booker to HR, and the receipts submitted by Dropbox link.
Claim Total
If you are VAT registered, you will need to split out the claim total into Net (I37), VAT (I38), and the total including VAT (I39).
Advances
If the expenses are being claimed to pay off an advance, the advance number should be specified in cell A38, and the advance amount in cell A40. The amount due section should then be completed to reflect the amount remaining on the advance / the amount due to you if your expense claim totals more than the advance.
If the expenses are not being claimed to pay off an advance, these boxes should be left blank. In the amount due section, the full claim amount should be specified in the "to claimant" box, and the "balance outstanding" box left blank.
Authorisation Section
Please ignore this section.
TCS Use Only Section
Please ignore this section.
Page Numbers
If the form is multiple pages long, please ensure that each page is correctly numbered, and the "Totals brought forward from previous sheet" section is completed (Row 14) on each page.
Claim Reference Section
Here, please include your Personal Number, the date that the form has been completed, and the suffix (in case you submit more than one expense claim in the same day - this should be A unless you have already submitted an expense form that day, in which case the suffix would be B / C / D etc.)
Currency
If claiming for expenses incurred abroad, the currency should be specified in cell J4. The exchange rate should be specified in K38, before K39 is completed in GBP.
Claim Title
This should consist of your first name, and a unique claim title of your choice (letters and numbers only).
Booking Reference
The booking reference within which these expenses were incurred in. For each booking reference, a separate claim form will need to be completed.
Charge Code
The charge code for the expenses. Your booker should be able to advise on the correct charge code if you are unsure.
Expense Section
- Each expense should have a clear date (column B) that falls within the start and end date of your booking. For any expenses that fall out of these dates, your booker will need to include the Business Justification for the expenses in their email, when they submit the expenses to HR.
- If you are VAT registered, the Net Cost (column I) and VAT (column J) should be separated, before the total (including VAT) is written in column K. Please note that VAT can only be claimed on UK incurred Disbursements.
Receipts
Make sure you include your receipts when sending your claim to your booker. The receipts should be numbered, and the receipt number for each expense should be specified in Column A. Receipts are not necessary if claiming mileage. If the receipts and claim form total more than 5MB in file size, the claim form should be submitted in the email by your booker to HR, and the receipts submitted by Dropbox link.
Claim Total
The total of the claim (K38).
Advances
If the expenses are being claimed to pay off an advance, the advance number should be specified in cell A39, and the advance amount in cell K39. The amount due section should then be completed to reflect the amount remaining on the advance / the amount due to you if your expense claim totals more than the advance.
If the expenses are not being claimed to pay off an advance, these boxes should be left blank. In the amount due section, the full claim amount should be specified in the "to claimant" box, and the "balance outstanding" box left blank.
Authorisation Section
Please ignore this section.
TCS Use Only Section
Please ignore this section.
Advances
Formerly called Downpayments, Advances are monies paid in advance prior to incurring disbursement costs.
Fill in the appropriate form below and give it to the person who hired you. If you're requesting a UK advance it will be paid directly into your bank account, if you're requesting a foreign advance it will be made available for you to collect.
Note: Advances are required to be settled within 90 days or before the end date of your booking (whichever is sooner). You will start to receive email reminders if you have advances outstanding which have not yet been offset against expense claims. These reminders will be sent at 30 day intervals and will be escalated to your Booker if you have not offset your advance within 90 days.
If you have returned any money to the 91热爆 relating to an advance, fill in the Advances Return Form below and send it to TCS.
If you are completing an Expense form to offset an advance please ensure that the correct Advance Number is used on the Expense form.
Retrospectively claiming VAT on an Expense claim
If you need to claim for VAT on a previously processed / paid Expense claim, please with the below details:
- Name
- Personal Number
- Original Expense form
- A VAT invoice on your own company letter headed paper
The team will then send off for processing, and you will receive payment in 3-5 working days. Please note that you will need to have been VAT registered at the time of the expense claim.
Queries
If you have any queries about an expense or advance payment please contact the 91热爆 Finance Service Desk. Please be aware that users may experience issues with the telephone line quality.
- E-mail: bbc.expensesadvances@bbc.co.uk
- Phone:
0460 (internally)
0800 0581870 externally
+44 (0)203 9597352 from outside the UK
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Contact Us
Get in touch with our specialist team with any queries or issues you may have.