Civica UK Limited

MyExpenses - Expense Management

Point Progress have been helping companies to transform tedious tasks (including expenses) for 20+ years, focusing on service. Our unique product selection can work together intelligently. My Expenses, our complete employee expense management system and app, will significantly streamline your expense management process and reinforce your expense policy.

Features

• Snap, email and scan expense receipts with OCR Technology
• User friendly mobile app, available on Android, IOS and Windows
• Accurate mileage expenses calculations using GPS or Google Maps
• Our signature multi-level approval workflow
• Automatic VAT reclaim calculation
• Ensure HMRC compliance with quarterly mileage rate updates
• Upload and reconcile credit card statements
• Ability to manage cash advances, petty cash and fuel cards
• Easily interface with all finance/ ERP/ payroll systems
• Custom reporting with over 90 templates available

Benefits

• Prevent lost receipts, maximising HMRC compliant VAT reclaim
• User friendly for fast roll-out and adoption
• Access to our friendly and knowledgeable award winning support team
• Improve overall operational efficiency while saving time and money
• Enforce company expense policy and spend limits
• Dramatically reduce errors and fraudulent or duplicate claims
• Average 10% saving on mileage by preventing over claiming
• Simplified P11D reporting
• Increased visibility of your expenses identifying trends and reduction opportunities
• Manage employees driving for the company

£4.00 a user a month

• Education pricing available
• Free trial available

Service documents

• Pricing document

  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 louise.coope@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

939041446307853

Contact

Louise Coope
01270611800
louise.coope@civica.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: No
• System requirements:
  • Microsoft Internet Explorer v11+ , Microsoft Edge, Mozilla Firefox 16+
  • Google Chrome 26+, Apple Safari 6.1+, Opera 12.1+
  • IOS 8.0 or newer and Android 5.0 or newer

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Between Monday - Friday 9 am - 5.30 pm; Response time:; Urgent, Response time 1 hour; High, Response time 4 hours; Normal, Response time 8 hours; Cosmetic / Requests, Response time 24 hours
• User can manage status and priority of support tickets: No
• 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: Accessible via our web site. It will connect with sales, but can be passed to support as required.
• Web chat accessibility testing: None
• Onsite support: Yes, at extra cost
• Support levels: Service Levels:; ; Urgent; The system has failed, or an error is preventing a live process from working, and there is no workaround available.; Response time 1 hour Time to fix 1 day; ; High; A serious error has been identified in the live system, where a workaround is available.; Response time 4 hours Time to fix 2 days; ; Normal; An issue has been identified that is not preventing processes from running but is causing an annoyance.; Response time 8 hours Time to fix 10 days; ; Cosmetic / Requests; A non-essential request that would improve the system in some way.; Response time 24 hours Time to fix No fixed time; ; Support levels listed included in the Finance and admin support. End user support provided at extra cost. All queries handled by our technical helpdesk staff who will liaise with other members of the team if required.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Project Implementation; 1. From agreement signature your site will be setup immediately and details will be sent out with the Design Record.; ; 2. We will then have a call to discuss your data and interface requirements.; ; 3. Once we receive your data, this will be loaded within 48 hours and you will be notified of completion and provided with a testing checklist.; ; 4. At the same time as data is being loaded and you are testing we will specify your interface requirements and either activate current interfaces or produce new ones to meet your requirements.; ; 5. Once data has been loaded we suggest an on site meeting with the key administrators and some users of the system to run through the setup and as a training session to provide information on the main areas of the system, we find this session very useful and that it speeds up the testing phase accelerating and giving confidence to go live.; ; 6. On completion of the testing phase, use our template emails and wiki help site to notify claimants of how to get started using the system.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: Using our DataXtract tool you can export all claim and user information with attachments.
• End-of-contract process: Once cancellation has been confirmed, our standard process is as follows:; At midnight, on the end of the notice period, the MyExpenses site will be taken offline. Please note that after the cancellation, you will lose access to your MyExpenses site, including any inclusive services and features.; 14 days following the site being taken down, the site, all data contained in the MyExpenses database and all receipts will be deleted.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: No difference in functionality, the site resizes to suit any device.
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: No
• Customisation available: Yes
• Description of customisation: Coding, labels and some functionality can be set either through the database, admin screens or switches in the software.

Scaling

• Independence of resources: We use highly scalable data centre resources, allowing automatic increasing of computing and storage as required.

Analytics

• Service usage metrics: Yes
• Metrics types: https://status.pointprogress.com/; ; Overall uptime for the past 7, 14 and 30 days; Support response times; Satisfaction to support queries
• Reporting types: Real-time dashboards

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• User control over data storage and processing locations: Yes
• 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 SSAE-16 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: With our ReportManager tool which is an Excel addin.; With DataXtract, html zip file.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Excel
  • .txt
• Data import formats:
  • CSV
  • Other
• Other data import formats: .txt

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: Service Availability; Core hours are defined to mean 9.00am to 5.30pm.; The standard availability of MyExpenses is 24x7x365; Planned maintenance for upgrades or infrastructure changes are communicated in advance and are all performed outside of core hours.; Target - 99.6%; Achieved in past 12 months - 100%
• Approach to resilience: Resilience information available on request.
• Outage reporting: https://status.pointprogress.com/ - public dashboard; Text alerts to support staff; Email alerts to administrators within each organisation

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Access levels assigned to user profiles, limiting which areas of the system users have access to.; ; Our helpdesk system has a login screen, individuals can only view tickets relating to them.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Dedicated link (for example VPN)
  • Username or password

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: User-defined
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: CQS (Certified Quality Systems) Limited
• ISO/IEC 27001 accreditation date: 25/03/2020
• What the ISO/IEC 27001 doesn’t cover: -
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Our Managing Director is the lead on our data security and co ordinates requirements for all areas of the business. We follow the GDPR requirements and have policies in place for hardware and software security as well as considerations we need to make when starting new projects. We use our i-Comply cloud system to track that all data processing requirements have been completed in line with our GDPR policy.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Specification of new development and impact assessment on the whole system. Development meetings to review new releases during testing. Developer logging system for all aspects of the software, tickets and results stored for 7 years.; In house software to test system vulnerabilities constantly.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Annual penetration testing minimally consists of network-layer and application-layer penetration tests.; ; Exploitable vulnerabilities noted during penetration testing are corrected and an adequate retest performed to demonstrate that identified exploit is addressed.; ; Patches for vulnerabilities are deployed as soon as they have been developed and tested as small support releases so they do not wait on any other functionality.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Using log files and warnings from our anti virus software and firewall.; Warnings are responded to as soon as they are flagged, the warning will be investigated and any updates will be implemented as soon as possible.
• Incident management type: Supplier-defined controls
• Incident management approach: Call to helpdesk; Nature of change; Ticket raised; Impact assessment; Specification if required; Scheduling; Development; Testing; Release with other items

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: No

Social Value

• Fighting climate change:

  Fighting climate change

  We use our Carbon Reporting tool to make sure we are travelling in the most carbon economical way and are promoting an ethos of considering carbon output throughout our business. Details of our Carbon net zero promise can be provided on request.
• Covid-19 recovery:

  Covid-19 recovery

  We continued working throughout the pandemic and have made a full business recovery from Covid-19.
• Tackling economic inequality:

  Tackling economic inequality

  If requested we can provide details of our economic inequality policy.
• Equal opportunity:

  Equal opportunity

  Our Equal Opportunity policy can be provided if requested.
• Wellbeing:

  Wellbeing

  If requested we can provide details of the Employee wellbeing benefits we offer.

Pricing

• Price: £4.00 a user a month
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: We can provide a fully customised system for 2 weeks, using our customer success team, who will help you make the most out of this time.

Service documents

• Pricing document

  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 louise.coope@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.