Expenses and Purchasing Card Policy

1. Introduction 

1.1     This policy provides guidance to all individuals claiming reimbursement of travel, subsistence or other expenses incurred in connection with University business. It also provides guidance in the use of University purchasing cards.

1.2.    The Expenses and Purchasing Card policy ensures that individuals operate within the University’s Financial Regulations and that any potential tax implications for the individual or the University are fully understood.

1.3.    This policy applies to all employees of the University. Any failure to comply with this policy may lead to disciplinary action being taken. 

1.4.    Although this policy relates specifically to the reimbursement of expenses and the use of University purchasing cards, it includes key principles that apply to all expenditure, regardless of the method of payment. The key principles therefore cover:

• purchase invoices
• purchasing card expenditure
• expense claims
• petty cash purchases

 1.5.    This policy also applies to all University expenditure, whatever the funding source. Restrictions on items of expenditure within this policy take precedence over definitions of eligibility for externally funded expenditure. The only exception is where the external funding may only be applied against expenditure inconsistent with this policy.

1.6.    This policy reflects the need to manage our activities efficiently and to keep bureaucracy to a minimum, while demonstrating probity and complying with tax and other statutory obligations.

1.7.    This policy was approved by the Vice-Chancellor’s Executive Group on 18 June 2012 and will remain effective until any revisions are approved by VCEG. In order to ensure that the detail contained within the Appendices is maintained up to date with current HMRC guidelines or internal financial policies, revisions to the Appendices may be approved in the interim by the Director of Finance and the Director of Human Resources.