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Guidance Notes for Claiming Reimbursement of Expenses Incurred

By James Fisher,2014-05-16 12:37
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Guidance Notes for Claiming Reimbursement of Expenses Incurred

    Guidance Notes for Claiming

    Reimbursement of Expenses Incurred

General Guidance

? Expenses should broadly be agreed with the budget holder in advance of being incurred.

    ? All claims must be supported with itemised receipts clearly showing the details and be on the current

    form. (Please note that forms which are incomplete, illegible, do not have receipts attached or are not

    on the current form will be returned to the claimant, which may delay payment).

    ? The exception to this is 'trivial' expenses as below.

    ? Claims with no supporting receipts for travel by public transport, taxis or car parking will be considered,

    if under ?5.00 in value; however unreceipted ‘trivial’ expenses will only be accepted up to the value of

    ?10.00 in any one day for which the claim is being made. (See out of pocket expenses).

    ? Claims should be submitted within two months of the expense being incurred unless circumstances are

    exceptional i.e. long term sick leave or a prolonged overseas trip.

    ? The forms must be signed by the claimant and the relevant budget holder and be against a valid work

    order. No claimant can authorise his or her own claim for reimbursement, nor can a subordinate.

    ? Receipts in the form of credit/debit card confirmation slips are not permitted, all receipts must be legible,

    itemised and original. In exceptional circumstances, where itemised receipts are not available, debit or

    credit card receipts/statements will be allowed if the place of purchase and a brief description of

    goods/services are shown. In these circumstances, reimbursement may be through payroll with tax

    deducted.

    ? Travel by public transport should be taken at standard class unless specifically authorised by a member

    of the University Executive.

    ? Please consider the use of hire vehicles as a cost effective alternative to public transport where a

    number of employees are doing the same journey.

    ? Hire cars fuel is reimbursed based on usage, supported by the appropriate receipt. The mileage

    rates below do not apply.

Mileage Rates

    Where claimants use their own private car on University business, the following mileage rates will apply:

    Employees Pence per mile Cars and Vans (NOT HIRE CARS)

     - First 10,000 miles per tax year (6th April to 5th April) 40p

     - Any additional miles 25p Motor Cycles 24p Pedal Cycles 20p Non Employees & Students Cars and Vans (NOT HIRE CARS) 20p

? Claimants should keep a clear record of annual mileage to date as claims received without this

    information will be returned.

    ? Travel by car should specify the number of miles travelled, the starting point of the journey, the

    destination and the return point of the journey. Please note that claims for travel to and from your home

    and place of work is not be permitted. Claims should be made from home or workplace, whichever is

    nearer to the destination.

    ? The miles should be checked against the www.theaa.com website for reasonableness. Miles travelled

    can be rounded to the nearest whole mile.

    ? Receipts for fuel purchased in lieu of a mileage claim are not permitted, except when a hire car is used.

    ? If your journey exceeds 125 miles, please consider using a hire car as a cost effective alternative to

    your own car.

    ? Please note that all claimants must ensure that they have business use cover on their personal car

    insurance policies before undertaking travel in their own vehicles on behalf of the University. If an

    accident occurs which causes injury to a third party whilst your car is being used on University business

    and you have not declared such use to your insurers, this may void the claim and you would be

    personally liable for all damages and costs arising.

Hire Vehicles

    ? All car hire arrangements should be made with Enterprise Car Hire. Documentation for the University’s

    agreement with Enterprise is kept in your Campus Finance Office. This will need to be completed

    before you hire your car.

    ? The number of business miles travelled in a hire car needs to be recorded on the form.

Parking

    Claims for car parking for business purposes at an external location are allowed with a valid receipt.

    However, please note that staff claims for parking at a University site will not be reimbursed.

Taxis

    ? The use of taxis for journeys in excess of 25 miles will not be considered unless there are exceptional

    circumstances i.e. unexpected delays in planned public transport arrangements e.g. trains cancelled or

    flights delayed, or where it can be shown to be a cheaper alternative than using public transport, e.g.

    more than one claimant making the same journey.

    ? Full details of start/end points of journey and purpose must be stated clearly on the claim form.

Inter Site Travel

    ? Staff required to travel between campuses should normally use the University bus and will be

    reimbursed for the cost of the ticket for each journey (i.e. 70p), but must supply the relevant ticket(s)

    with their expenses claim form. If staff choose to use their own car to travel between campuses, costs

    will not be reimbursed.

    ? For staff who have a valid reason for using their own car, e.g. the transportation of large/heavy items,

    emergency callouts or during University vacations, costs will continue to be reimbursed. In these

    circumstances, the reason for using their own car would need to be clearly stated on the form.

Overnight Stays

    ? Accommodation will be reimbursed on receipt of an itemised bill. Incidental expenses such as

    newspapers, telephone calls and laundry will be paid up to the value of ?5.00 per day. ? If the claimant has stayed with friends or family, itemised receipts for a gift or a meal up to the value of

    ?25.00 per night will be reimbursed. (This value is in addition to the employee’s normal subsistence

    expenses).

Subsistence

    ? Subsistence expenses are only payable when a member of staff is at least 10 miles from their normal

    place of work for at least 5 hours.

    ? Please note that any gratuities paid for restaurant service will be reimbursed through payroll with tax

    deducted unless the bill clearly states that the service charge is compulsory.

    Overseas Travel

General

    ? Overseas travel should be taken at economy class for all staff unless specifically authorised by a

    member of the University Executive.

    ? Claims for reimbursement of expenses in a currency other than ? sterling, need to be accompanied by

    proof of exchange rate when currency was purchased or a copy of the exchange rate shown on a

    currency conversion website on the date of the claim (see www.xe.net/ucc/full). ? Private Medical Prescriptions for vaccinations are allowed within the bounds of reasonableness. Items

    of a more personal nature connected with the travel can not be reclaimable e.g. ear plugs, sunscreen,

    insect repellents.

    ? Claims with no supporting receipts for travel by public transport, food or other 'trifling' amounts up to the

    equivalent of ?10 sterling will be reimbursed.

    ? Your department is required to take out University Travel Insurance for you. Please contact the

    University’s Insurance department on 01242 514166 or email: ebarwell@glos.ac.uk

Advances

    ? Advances for expenses that may be incurred on overseas travel must be submitted at least 10 working

    days prior to departure. All requests for advances must be made on an expenditure request form and

    will be paid into the employee’s bank account. The expenditure request form must be signed by the

    relevant budget holder.

? If the overall claim is for a higher amount than the advance, the amount claimed will have the advance

    deducted and the balance will be reimbursed on completion of an expense form with all relevant

    receipts attached.

    ? If the advance was higher than the amount claimed, the claimant must return the unused amount to the

    University of Gloucestershire within two months of the trip's return date. This payment can be made by

    cash, cheque or electronic bank transfer. Please contact your campus finance assistant for transfer

    details.

    Home Workers

General

    ? Expenditure incurred on consumables & stationery will be reimbursed if accompanied by a valid and

    detailed receipt. However, wherever possible, these items should be purchased through Agresso in

    accordance with normal University procurement procedures.

    ? All ICT equipment must be purchased through University procurement procedures.

    ? The University requires the employee to extend their own household insurance to cover borrowed

    equipment, including computers.

Telephones

    ? To reclaim home telephone or internet call charges the claimant must clearly identify the cost of specific

    calls made on behalf of the University on a copy of the bill which is supporting their claim. ? Line rental either telephone or internet connection will be reimbursed through payroll where agreed in

    advance with the budget holder.

    ? If a separately identifiable telephone line is used solely for University business, the contract must be

    held directly between the University and the service provider. All employee contracted line rental claims

    will be paid through payroll with tax deducted.

    Other Items

Entertaining

    ? Claims for reimbursement of meals must clearly show the names of the guests and the purpose of

    the meeting/gathering.

    ? Reimbursement of payments for alcohol consumed at an evening meal only, will be made in the

    region of one glass of wine per person or its equivalent.

    ? Please note that any gratuities paid for restaurant service will be reimbursed through payroll with

    tax deducted unless the bill clearly states that the service charge is compulsory.

Insurance

    ? Certain University property is covered in vehicles, however this is subject to an excess of ?2,750, also,

    there are various exclusions for theft/damage if the vehicle is left unattended. Computers (particularly

    laptops) require a higher degree of security, and as very few are worth more than ?2,750, they are, in

    effect, not insured.

    ? Please note that your personal belongings are your own responsibility and are not covered under the

    University’s insurance (except in the event of fire whilst on University premises – limited to ?1,000 per

    person). The safekeeping of personal effects is the responsibility of each individual concerned. ? If using your own vehicle for ‘business use’, you must advise your motor insurers before undertaking

    any travel on behalf of the university.

    ? Please note that all claimants must ensure that they have business use cover on their personal car

    insurance policies before undertaking travel in their own vehicles on behalf of the University. If an

    accident occurs which causes injury to a third party whilst your car is being used on University business

    and you have not declared such use to your insurers, this may void the claim and you would be

    personally liable for all damages and costs arising.

    ? For more information on insurance, please contact email: ebarwell@glos.ac.uk or telephone 01242

    714166

Out of Pocket Expenses

    ? The University will meet the cost of reasonable out of pocket business expenses for which receipts are

    unobtainable, e.g. parking charges (not fines), public transport, taxis and telephone calls from public

    call boxes to a maximum of ?10 in value in one day. Claims must be limited to the actual amount of

    expense incurred and all amounts claimed should be itemised and described as fully as possible.

Mobile Phones

    ? To reclaim mobile telephone or internet call charges the claimant will need to clearly identify the cost of

    specific calls made on behalf of the University on a copy of the bill which is supporting their claim. ? Line rental charges and top up cards for pay as you go phones will be reimbursed through payroll with

    tax deducted, where agreed in advance with a budget holder.

    ? It should be noted that mobile phones used primarily for University business are not considered to

    provide a taxable benefit to staff where the contract is held directly between the University and the

    service provider. This may therefore provide the most beneficial arrangement.

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