Allocate Software Limited

Assure Expenses

Assure Expenses (aka Selenity Expenses) gives organisations the tools to proactively manage their employee expenses.​ The system is configured with your organisations policies and limits, including any home to base deductions and mileage rates.​ DVLA integration reduces corporate risk with automated vehicle and licence checks​.

Features

• Accurate mileage tracking with postcode lookups or street level addresses
• System integration: interface with payroll, finance and HR systems
• OCR technology scans receipts and automatically populates expense claims
• Vehicle and driver documentation retrieved and populated from DVLA data
• Duty of care: manage the recording and verification documentation
• Mobile app: record, submit and approve expenses on the go
• Over 120 built-in reports providing expenses spend analysis
• Corporate card management: manage credit cards, corporate and fuel cards
• ESR integration: bi-directional interface with ESR
• New employees, non-staff, and contractors can self-register

Benefits

• Reduce your expenses spend through accurate and compliant claims
• Reduce corporate risk with driver/vehicle checks using DVLA data
• Reduce overspend with accurate journey validation
• Manage the entire process from your smartphone
• Ensure HMRC/expenses policy compliance with intuitive flags and limits
• Quick approval ensures faster reimbursement for employees
• Full visibility of claims process for employees, managers and finance
• Reduced manual processing
• Reduce expenses spend by up-to 20%; reduce processing by 80%
• Claimants can submit claims quicker, approvers have less to check

£17.70 to £43.12 a licence a year

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at bid.manager@rldatix.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

766327737185820

Contact

UK Sales
+44 (0)20 7355 5555
bid.manager@rldatix.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: Allocate will normally perform Scheduled Maintenance activities during Out of Hours. ; ; Emergency Maintenance may be required as a result of identifying a problem through on-going monitoring and management that could potentially cause an outage or failure of the SaaS Services. Allocate will use reasonable endeavours to provide the Customer advance notification if possible and manage such Emergency Maintenance in such a way as to minimise impact on the Customer's operations.; ; Emergency Maintenance may be conducted at any time.
• System requirements: Please see Service Definition for full details.

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: During Service Desk hours we will aim to respond in up to 2 hours depending on the type of query.; ; 24 x 7 emergency support only.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: Users are able to type and respond to questions and get answers from our Service Desk agents.
• Web chat accessibility testing: Accessibility testing is ongoing.
• Onsite support: Onsite support
• Support levels: Allocate Software provide a single, priority-based support model which is included, at no additional cost, within the pricing document provided. * Priority 1 - Within one (1) hour - Four (4) Support Service Hours * Priority 2 - Within one (1) hour - Sixteen (16) Support Service Hours * Priority 3 - Within one (1) Business Day - Forty-eight (48) Support Service Hours * Priority 4 - Within one (1) Business Day - Within the next Software release At the point of “Go Live” the customer shall be assigned a Customer Success Analyst who shall focus on two key areas in their support of the customer: *Software Adoption – The Customer Success Analyst will visit customers and work with them to help them on their journey to realise financial and non-financial benefits from the software. Once baseline information has been assessed, an Adoption Account Plan will be prepared to identify and address key areas to help organisations better utilise the software. *Proactive Support – Using dashboards to monitor performance, engagement and the level of adoption, the Customer Success Analyst in collaboration with Customer Support, will be able to alert concerns proactively or provide assistance where a situation could be improved.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Our Project Team have experience in successfully delivering hundreds of projects and will provide a proven implementation methodology in helping deliver your SelenityExpenses solution.; ; We will provide onsite training and/or online training from the point of implementing the solution to post implementation once SelenityExpenses is live. As standard, training is part of the implementation process to ensure users are ready to use and administer SelenityExpenses.; ; User documentation is available 24 hours a day via the Help and Support site.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: There are two primary and secure methods for data extraction at contract end. The user can perform a data extract using the included reporting engine. The reports engine allows for data to be extracted using numerous formats including CSV, Excel and Flat-File. The secondary method is for our Service Desk to perform the data extraction and use a secure courier service to deliver the data.
• End-of-contract process: The system is a stand-alone, online solution. At the end of the contract the user has no obligation to continue with the service and there are no 'hooks' within the solution that would require use beyond the desired timeframe. Data is easily extracted by the user and if performed by the user, is at no cost.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The mobile version of Expenses is a dedicated app that is native to Android and iOS. This is a real app and not a HTML browser service.; ; The app includes GPS tracking, full submission and approval, Driver & Vehicle Duty of Care features, credit card reconciliation and the ability to snap receipts with OCR data capture.; ; Some administration functions and reporting services are only available through the browser version.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Connect SelenityExpenses to your HR/Payroll system to seamlessly provide employee information in to SelenityExpenses and receive employee / expense information back in to your HR/Payroll system.; ; The system is role based and an "API" role must be enabled for any user wishing to use it. It is a RESTful API so start commands such as PUT are executed against endpoints to perform the necessary actions.
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Any authorised user with the necessary role can customise the service. This includes colours and logos but not the layout. The functionality of the service is extremely customisable, including the ability to customise data that is captured, what is mandatory or not, some field labels, flags, calculations (including home to base calculations), reportable information and more.

Scaling

• Independence of resources: AssureExpenses is a cloud-based solution which enjoys the benefits of being able to scale up or down to service demand as required. 21 years of processing expenses online has allowed us a unique insight into traffic patterns that means we can scale in advance based on time of day, year, month or even one-off events. Our Service Desk uses sophisticated monitor systems to watch for unusual usage patterns which can then trigger a scale-up in the service.

Analytics

• Service usage metrics: Yes
• Metrics types: Transactions and usage reports built in product.
• Reporting types: Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Developed Vetting (DV)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: There is an extensive data reporting service included within AssureExpenses. Data can be exported directly in CSV, Excel and Flat-File formats. Exports can also be scheduled to run at predetermined times. The reporting service includes graphing and charting tools.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Flat file
  • Excel
• Data import formats:
  • CSV
  • Other
• Other data import formats: Excel

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: 99.8%; ; Actual Service Availability is calculated as follows:; Service Availability = Operational Time – service Downtime x 100 % /; Operational Time
• Approach to resilience: Available on request.; ; Industry standard best practices are followed.
• Outage reporting: For any outages or system performance issues, email alerts are sent to our users administration teams. In addition there is a message notification on the logon page to alert end-users. Planned maintenance is also communicated through these channels as well as through Circle, our online user forum. We offer a status page showing real time and historical statistics on the uptime of our products.

Identity and authentication

• User authentication needed: Yes
• User authentication: Other
• Other user authentication: Company ID, Username and Password; ; and/or; ; Single Sign On (SAML 2.0). IP address filtering for whitelisting.; ; On the mobile app we can authenticate with biometric authentication and/or pin authentication.
• Access restrictions in management interfaces and support channels: The system is role based with view, add, edit and delete access roles for each element in the system. A user is assigned a role(s) with a list of elements and the permissions allowed.; ; Support channels are accessible through our customer portal, requiring a username and password or through the products.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
• Description of management access authentication: Company ID, Username and Password and/or Single Sign On (SAML 2.0). IP address filtering for whitelisting. On the mobile app we can authenticate with biometric authentication and/or pin authentication.; ; For further information on our application management access, information can be supplied upon request.

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: You control when users can access audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: DNV GL
• ISO/IEC 27001 accreditation date: 04/12/19
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications:
  • NHS Digital Data Security and Protection Toolkit
  • Our hosting provider has further security certifications

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: Cyber Essentials Plus
• Information security policies and processes: The Information Security Policy of the Company is designed in accordance with ISO27001 and GDPR to ensure that:; ; *The confidentiality, integrity and availability of information will be maintained at all times.; *All regulatory and legislative requirements are met and reviewed regularly; *Business continuity plans are in place and regularly maintained; *All breaches of security must be reported by employees and investigated by a Senior Member of the Management team and any necessary action taken.; ; This policy has been approved by the Senior Management Team and all managers are responsible for implementing the policy in their business area and ensuring adherence to the policy by their staff.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: AssureExpenses is hosted by Microsoft, as our full development lifecycle is managed using Azure DevOps. Every bug or enhancement is logged with a state and priority. The change will have wireframes and a storyboard, a coding strategy and a testing strategy before development commences. It will go through testing before following a release process in to production. Potential security impacts are captured by the Development team at code and test strategy time.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We have automated tools in place to perform vulnerability tests, code tests, penetration tests and infrastructure management to identify threats / vulnerabilities.; ; When a threat / vulnerability is highlighted, we follow our ISO 27001:2013 policies and procedures around information security risk management whereby we identify, evaluate, analyse, treat and monitor. Resolution timeframes are assigned dependent on the severity. We can supply further information upon request.; ; Information is sourced from automated tools, trusted websites, trusted partners, and IT and Information Security roles within Allocate.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Allocate collect multiple types of audit information and it is regularly analysed. Basic intrusion detection technologies are in place at the perimeter devices. Applications and services are monitored and reported in real time to the Allocate Operations monitoring centre.
• Incident management type: Supplier-defined controls
• Incident management approach: *Security Incident processes are in place for the Allocate Cloud service and are enacted in response to security incidents.; *Pre-defined processes are in place for responding to common types of incident and attack.; *A defined process and contact route exists for reporting of security incidents by consumers and external entities.; *Security incidents of relevance to them will be reported to customers in acceptable timescales.

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

• Connection to public sector networks: Yes
• Connected networks:
  • NHS Network (N3)
  • Health and Social Care Network (HSCN)

Social Value

• Social Value:

  Social Value

  Fighting climate change

  Fighting climate change

  Fighting climate change and supporting Net Zero; ; RLDatix recognises that it has a responsibility to the environment beyond legal and regulatory requirements. We are committed to reducing our environmental impact and continually improving our environmental performance as an integral part of our business strategy and operating methods. To achieve this, RLDatix has completed the following:; • RLDatix has an Environmental Policy that is reviewed on an annual basis to ensure it is relevant to the business; • RLDatix has engaged our travel partners to ensure travel is as carbon efficient as possible, i.e., recommends trains rather than flights; • Throughout all RLDatix offices we provide waste receptacles for recycling and general waste, supporting the reduction of waste to landfill; • We encourage the reduced use of water and electricity and actively encourage the staff to consider the environment whilst printing; • Many of our solutions assist our customers in reducing their own carbon footprint, i.e., assisting with route planning for community-based staff; • RLDatix is working to be carbon neutral in the next few years and achieve ISO 14001 accreditation; ; Many of these environmental proposals help us and will help you in your path to Net Zero. We are firmly committed to carbon reduction, as demonstrated by our Carbon Reduction Plan, published here: https://rldatix.com/en-uke/corporate-responsibility/

Pricing

• Price: £17.70 to £43.12 a licence a year
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at bid.manager@rldatix.com. Tell them what format you need. It will help if you say what assistive technology you use.