Managing colleagues’ expenses
During the course of an employee’s employment, they may incur travel or other personal expenses, which should be paid for by the Company.
In order to claim reimbursement of allowed expenses, the employee must complete an expenses claim form. In all cases, the forms must be printed, signed and sent (with supporting receipts, etc.) to you for your authorisation.
It important that you check for the following:
- Is the expense allowable?
- What proof of purchase exists?
Which expenses are allowable is defined in the Expenses Policy.
Employee should always check with you before claiming expenses outside of the standard claims.
Employee’s should always check that what they are claiming is in accordance with the rules before they submit any claim.
If a claim is submitted that does not fall within the rules it should be disallowed.
If employee’s are unsure, they should check beforehand with you or the Finance Team.
Note: All claims should usually be supported by receipts or other similar proofs of purchase. Employees should ensure that original receipts are gathered and attached to the completed claim form and, if there are any instances where receipts are not available, a brief explanation should be provided.
Payments
Payments are made direct to the employees bank account electronically.
Employee’s will need to supply the Finance Team with the account details that they wish their expenses to be paid into.
Travel
Claims relating to travel, including mileage, public transport, taxis, other fares or tickets, must specify a date in the start date. If the journey is one way or takes place within a single day then specify that date; if the journey is a return journey that lasts over several days then specify the date of the outward leg.
Employee’s must specify the return leg of a journey that in total has lasted longer than a single day.
Employee’s must specify the location from which travel was made from and too.
Business mileage in an employee’s own vehicle will be reimbursed at 45p per mile (Inland Revenue Rate).
Employee’s should seek authorisation before using their own car. It is their responsibility to ensure that the vehicle is insured for business use.
Subsistence / Other Expenses
Details can be found in the expenses policy regarding reimbursements for hotels, food, entertaining, parking / tools other travel expenses. Any queries should be directed to the Line Manager or Finance Team
Signatures
Only once all details have been completed you should authorise.