Allow driver compliance checks to be specified for individual expense items
We’ve added a new feature to allow you the option of specifying the driver compliance checks you want to include at expense item configuration level rather than a company wide set of options. This provides a more granular approach to the checking options and more flexibility on how and what checks you want to include in different scenarios.
Different checks can now be made when expenses are claimed against different mileage expense items, and in turn provides an option for excluding company cars from the driver compliance vehicle document checks whilst including all options for employees claiming mileage when using their own private vehicle. An example would be ensuring insurance document checks are completed for private vehicles but excluded for company owned vehicles.
Additional columns to all driver compliance menus for teams
We’ve added additional columns to the Driver Compliance menus for teams to include the employee’s full name so that the individuals can be more easily identified.
Financial year definitions
In line with the data purge featured implemented in the first half of the financial year, we’ve added additional enhancements to the financial year configuration options, because the retention period is based on your financial year details.
We implemented additional checks to ensure a financial year defined in the system cannot be deleted if you’ve included it in the data retention settings and have extended these checks to vehicle journey rates and report filtering options.
This ensures that wherever a financial year is defined in another area of the system, deletion of the record that would cause an issue in another area is prevented.
Updates to the claim approval page display for teams
We updated our Check and Pay expenses options to cater for scenarios where an extraordinarily large number of claims are awaiting approval by a team. We’ve improved the way the system displays all the claims to members of the team so that a member of the team can choose a claim to approve. This has made the display more performant for the team, since they no longer have to wait for the entire page to load before selecting a claim from the team list.
Updates to ensure the main administrator is set
We’ve added new validation when saving General Details that will prevent the saving of the General Options until the main administrator details are provided.
Now, if the Main Administrator field is empty, a warning message will display, “You have not set the main administrator details, meaning your system alerts will not be received.” This change will ensure that notifications sent from Expenses or Driver Compliance that are intended for the main system administrator will always have a recipient.
New driver compliance history log for driver licence lookup credit usage
For Expenses systems where the Duty of Care module is enables with automatic lookup of DVLA driving licences, we’ve added a new history log for administrators to show the use of the lookup credits.
This new log will give instant access to credit usage information, showing each time a credit has been used and for what reason. The log also records the number of credits remaining, allowing you the opportunity to make an ad-hoc top-up if you find you are running low. The history log in the system means that system administrators will no longer need to raise a support ticket to find out the number of credits they have remaining from their original allocation.
The log can be found in the Imports/Exports section of Administrative Settings, and access to the log is controlled with user access role permissions.
Configuration of automatic data removal options
We've added a new option in the 'System Options' to allow you to configure the GDPR settings for your system.
These settings will allow older data to be removed from the system based on your financial year end and the retention period you specify. This ensures compliance with GDPR, keeping data no longer than is necessary. Noting that HMRC will currently require you to retain financial information for up to 7 years past the financial year end for audit purposes, but that after this period the information is able to be removed, there are checks built into the setting options to guide you.
GDPR data retention and automatic data removal deletion log
The "GDPR Data Removal Log" menu has been added under System Options, providing licensed users with the appropriate access role, the ability to view logs showing the automated data deletions.
The logs include summary statistics and deletion history for claims, employees, and driver compliance records allowing compliance tracking, but they do not include personal data for employees removed from the system.
Examples
We’ve also included notifications as the data purge date approaches so that you can make any necessary checks in your system prior to the data being permanently removed. The notification will be sent to the main system administrator, and the frequency of the reminder is able to be configured in the Data Purge settings.
