NEWS

RFU tackles employee expenses with expense@work

Rugby Football Union implements software to manage expense claims for more than 500 staff-

The Rugby Football Union (RFU), the governing body for the game in England has chosen expense@work - expense management software from software solutions provider systems@work. The Rugby Football Union supports 2,000 member rugby clubs and 3,000 schools, with 2.2 million players, 30,000 referees, 40,000 coaches and 45,000 volunteers playing or running every type of rugby match and now employs over 500 permanent employees working from their Twickenham stadium headquarters. This HQ function is responsible for the management and accounting for more than 1,000 officials who are involved in running the game throughout the country.

Aware of the environmental costs of the paper trail and in need of comprehensive software that allows visibility of employee expenses, RFU has decided to automate the expense management process through the implementation of new software from systems@work - expense@work. expense@work has an intuitive interface, so it requires very little training, is highly configurable and offers clear and comprehensive reporting.

expense@work accepts credit card feeds and interfaces directly with finance systems to avoid the time consuming and error prone re-keying of data. The RFU has to process hundreds of personal expense receipts every month, including petty cash, expense returns and credit card transactions.

John Moulson, Head of Finance at the RFU, comments, “The RFU has to be commercially and financially strong and this requires detailed financial accounting and reporting. The sheer scale of the game today requires a substantial HQ function and we have to be right on top of all of our expenses and admin.”

Moulson continues, “The RFU has to efficiently administer every aspect of the game in England. If you consider that each year there are over 200,000 games of rugby played - at which we must ensure standards of play and refereeing - and that our marketing structure operates at regional, divisional, national and international levels, you will appreciate that there is a huge amount of paper and receipts to process each month.

Moulson, concludes, “With large scale investment in Rugby via advertising and marketing campaigns, it is vital that we run an efficient business in order to maximise the amount of revenue that we can reinvest back into the game. expense@work will allow us to eliminate manual expense claims and to manage staff resources more effectively and will yield significant cost savings. Furthermore the high level of reporting that it offers will support us in achieving excellence in every aspect.”