Contractor Chargeable Expenses Guide: What You Can Claim and How to Submit Receipts

Everything umbrella contractors need to know about reimbursed expenses, receipts, and HMRC-compliant expense submissions.

What are chargeable expenses?

Chargeable expenses are business-related costs that your end client has agreed to reimburse in full. These expenses are paid separately from your earnings and may include costs you have incurred while carrying out your assignment.

At Umbrella.co.uk, we are required to collect supporting evidence for all reimbursed expenses as part of our compliance and due diligence procedures.

To ensure all expense payments are processed correctly and in line with HMRC expectations, we must obtain proof of the expense before reimbursement can be made.

This helps demonstrate that the expense was genuinely incurred for business purposes and that the amount reimbursed matches the actual cost.

Examples of acceptable chargeable expenses and the evidence needed

Fuel and Mileage.

If you are claiming fuel or mileage costs that your client has agreed to reimburse, you need to provide:

  • A petrol or fuel receipt relating to the journey
  • The postcode(s) of the site(s) visited

Accommodation

For hotel stays or other overnight accommodation, please provide:

  • An invoice or receipt from the accommodation provider

Meals and Subsistence.

For food and drink expenses reimbursed by your client, please provide:

  • Itemised receipts showing the amount spent

How to Submit Your Expense Evidence

Please send a clear photograph or scanned copy of your receipts and supporting documentation to:

cexpenses@umbrella.co.uk

To avoid delays in processing, ensure that all receipts are legible and clearly show the supplier, date, and amount paid.

Important Information

  • Evidence is required for every chargeable expense payment.
  • Receipts should be submitted as soon as possible after the expense is incurred.
  • If appropriate evidence is not provided, future expense reimbursements may need to be processed as taxable payments through payroll in accordance with HMRC requirements.
  • Retaining copies of your receipts is recommended for your own records.

Need Help?

If you are unsure whether an expense qualifies as a chargeable expense, or you are uncertain about the evidence required, our team is here to help.

Contact Umbrella.co.uk and we’ll be happy to guide you through the process and ensure your expense reimbursement is handled correctly.