Expense reports

Expense reports

It is not easy to process expense reports, especially for geographically diversed companies. You need to send expense reports by mail, be on time, make sure that the documents are correctly drawn up, approved and signed.

We will help you arrange the preparation, verification and processing of expense reports. We will make sure that all business transactions are reflected in the accounting system, so that your employees receive refunds as quickly as possible and you can include maximum expenses into taxable base.

We prepare over a thousand expense reports per month.

How can we help you

We will completely take over the preparation and verification of expense reports or we will help where you lack resources:

  • check ready-made reports and supporting documentation;
  • prepare documents on business trips and entertainment expenses;
  • we organize courier delivery and a hotline for employees;
  • we will enter the data into the financial system;
  • prepare information for payroll;
  • we will report in detail on what we have done.

We are also ready to teach your employees how to work correctly with the expense reports so that they can handle this process themselves.

How we are working

We analyze your requirements and check document templates

We find out how it is customary to work in your company: what kind of workflow, what kind of expense report you use: standard from 1C or your own form. We check whether the document templates comply with the current legislation, whether there are any errors. If there are no templates yet, we develop them for you.

We organize a convenient collection of documents for you

You can send us the original documents, for example, once a week. We scan them, check them, attach an expense report and send you a fully assembled archive.

Many clients send us scans through a special online portal, which is faster and more convenient. You can also choose this option.

You can also entrust us all work with documents. Our employees will come to your office, receive all the necessary signatures, collect documents, archive them. In general, they will do everything that is needed.

We monitor the completeness and quality of the document flow

We make sure that all transactions are fully documented. We control document flow, including those associated with obtaining additional applications, MKB 10 certificates and other documents.

For example, we check the orders for business trips in the financial system. If the employee has already returned and has not yet reported, we send him/her a reminder and track the receipt of documents.

We communicate with your employees

You do not have to be distracted by solving a million small issues. We are ready to contact your employees by phone, mail or hotline, collect missing documents and explain the specifics of expenses reimbursement.

We immediately ask for a list of people who need a special approach in order to avoid dissatisfaction with your most valuable employees. And we translate the checks ourselves so that your team does not waste time on this.

We are ready to inform your employees and advise on the amount of compensation. For example, we write to the employees of one of the clients once a month: we inform about the balances for the expense reports, what documents we still miss. For those who have arrears, we explain where it comes from and send an application form for deduction. If an employee does not understand something, we answer questions, make everything clear.

We check documents

We check whether it is possible to accept the submitted documents for tax purposes, we calculate the excess personal income tax. If we see a disputable situation, we inform you and offer solutions. We will show you which document to add in order to accept expenses for tax purposes.

We control costs, compliance with policies and procedures

We control your overpayments, we are able to monitor the limits of compensation for expenses by divisions and positions. We can generate orders for business trips (we need access, for example, to 1C ZUP) and requests for payments for the Treasury.

We upload expense reports to your financial system

The result of our work is the generated expense report, requests for payments, information about personal income tax, which needs to be charged.

We upload the report to your financial system: 1C, Kontur, SAP, Oracle, Scala, Axapta and others. It doesn’t matter what program you are working in, we will adopt our procedures.

We send the result in three days and take into account payment days

Three days after receiving the documents, we send the final result. This is a standard deadline: our procedures and quality control are set up to handle this time. When you need it faster, we try to speed up.

If you have payment days, we count them too. So that your employees get the money as soon as possible.

5 advantages of UCMS Group

We know about all changes in legislation
We are aware of the latest changes in the field of wages: tax payments, contributions to the Pension Fund and other mandatory contributions.
Our team consists of only experienced professionals
We employ qualified specialists with an individual approach to the client
We take into account all changes within the client’s company
They cooperate with us on an ongoing basis. And we promptly respond to any changes in clients’ companies – we analyze and, if necessary, make adjustments to our work. This does not require additional costs on the part of the client – the option is included in the standard package of services.
We launch a new project in 1-2 months
We develop and agree on the order of interaction for each company. We can start work the next day – we start from the client’s wishes.
We offer both standard and exclusive service packages
Check with our consultant for details.


Every year we are expanding our cooperation, because we are very satisfied with the quality of services


All the people whom I had to deal with during the work are, first of all, professionals

Master Grib

How does Russian IKEA use payroll outsourcing?


L’Oréal recommends HR outsourcing


My understanding of the ideal provider completely coincides with your company.

Smart Digit

One of the advantages of UCMS Group is that you really try to do the right service, to be a partner


Our goal was to outsource everything, even storage of labor books

Smart Engines

Our position is that the better the outsourcer works, the less often we remember about him

SNF Vostok

Outsourcing is not our job, not our business and we cannot do your job better than you


Outsourcing is very convenient for the chief accountant

All cases