Coleg Cambria turns its expense management into a paperless process

Reducing processing times from days to hours is one of the key benefits enjoyed by Coleg Cambria since making the switch to Webexpenses.

The north Wales college, which has over 1,100 staff situated across six different sites, wanted to streamline and improve the management and processing of employee expense claims.

Coleg Cambria had previously been using a traditional approach with claims having to be submitted via a paper form and sent to the payroll team from across the sites via the internal mail system.

By moving to Webexpenses, they are now able to enjoy a fully paperless way of working with fast, efficient automated processes replacing the previous manual handling of claims.

Webexpenses uses a smartphone app to scan and instantly convert paper receipts into a digital format, allowing a claim to be created within 30 seconds.

Faster, smarter expense management

The cloud-based approach removes the need for any kind of physical paperwork and provides the payroll team with access to real-time monitoring, centralized data management and integrated reporting tools.

This streamlined operation has helped to significantly reduce processing times for Coleg Cambria, improving administrative efficiency and greatly reducing the time it takes for reimbursements to be paid.

Gareth Jones, Director of Finance for Coleg Cambria, said:

“We now undertake fortnightly payment runs, which take no longer than a couple of hours each to process.

“Previously, the process would take two to three days from receipt of claims to include compliance checks through to processing for payment via the monthly payroll.”

Ensuring a smooth transition

The potential disruption caused by moving to a new system is something that holds many organizations back but Coleg Cambria enjoyed a smooth transition.

“The support from day one up to, and including full implementation has been second to none," Gareth said.

“Within the implementation process, it included regularly scheduled progress calls and an excellent tracking system which linked the college with the implementation team, allowing us to respond to data requests, flag any queries and monitor progress against actions and key stages of the implementation process.”

Coleg Cambria is one of the highest performing colleges in Wales, rated ‘Excellent’ by the education and training inspectorate, Estyn.

To find out how Webexpenses could help your business, feel free to get in touch or get started with a free demo.