FOI release

Freedom of Information request (FOI 22/1211)

Published 17 January 2024

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28th December 2022

FOI 22/1211

Dear

Thank you for your request under the Freedom of Information Act (FOIA).

We are pleased to provide you with the following information you requested, see below.

Expenses

  1. What finance system do you use?

Oracle Fusion

  1. What system do you use to manage and process your staff’s expenses?

Oracle Fusion

  1. What is the expense submission & reimbursement process?

Incurred

Claimed

Approved

Audited

Paid

Accounted

  1. What is the current approval workflow for expense claims?

Approval follows line management hierarchy in line with approval limits

  1. How long does it take to process one expense claim?

6 mins

  1. What is the current period of reimbursement (from submission) for staff expenses?

Up to one month. (Everything approved by 21st each month is paid at end of month)

  1. How many expense claims were made during your last financial year? And what was total value of expense claimed?

FY 2021/2022 :970 claims £150,186.69

  1. Can your staff submit expenses remotely?

Yes

  1. Are staff able to submit claims on their mobile device via a dedicated application?

No

  1. If you are allowed, how are you claiming VAT back on expense claims?

Manually

  1. What percentage of expense claims are audited?

10% of all claims over £100, plus non-compliant items (e.g.no receipts)

  1. How many full-time-employees (FTEs) do you have processing expense claims?

3

  1. Which department oversees / owns the expense processes/workflows?

Finance Operations

  1. Who is the named contact within the organisation who owns the expense process?

Head of Finance Operations

  1. Can Medicines and Healthcare Products Regulatory Agency procure their own services or is it a shared services centre?

Yes

Invoices

  1. What system do you use for managing/processing invoices?

Oracle Fusion

  1. What is your current invoice process for handling supplier invoices, from receipt to when it is posted in the ERP/finance system and ready for payment?

PDF saved and named for supplier

Match to receipted PO

Awaiting payment ( AP creditors)

Paid

AP month end process into GL

  1. How many invoices were processed during your last financial year?

FY 21/22: 15,695

  1. How many FTEs (full time employees) do you have in your accounts payable team who process invoices?

3

  1. What percentage of invoices were paid late during your last financial year?

FY 21/22: 6%

  1. What is the approval workflow for Invoices?

Requisition (approval) to PO

PO receipted on delivery of goods/services

  1. Who is the named contact within the organisation that decides which systems are upgraded each year?

Corporate Executive Team

  1. Do you use Optical Character Recognition (OCR) to scan invoices?

No

  1. Do you currently have a PO system or a non-PO system? If you use both types – what is the percentage of PO invoices vs. non-PO invoices?

PO System

  1. Are you claiming VAT on invoices? If so, how are you doing this?

Yes. VAT Reconciliation on Finance system

  1. Can Medicines and Healthcare Products Regulatory Agency procure their own services or is it a shared services centre?

Yes

If you disagree with how we have interpreted the Freedom of Information Act 2000 with regards to your request, you can ask for the decision to be reviewed. The review will be carried out by a senior member of the Agency who was not involved with the original decision.

If you have a query about the information provided, please reply to this email.  

Please remember to quote the reference number above in any future communications. 

If you were to remain dissatisfied with the outcome of the internal review, you would have the right to apply directly to the Information Commissioner for a decision. Please bear in mind that the Information Commissioner will not normally review our handling of your request unless you have first contacted us to conduct an internal review. The Information Commissioner can be contacted at:  

Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

Yours sincerely  

MHRA Customer Experience Centre

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