Expenses and Purchasing Card Policy
6. Procedure for Making Claims for Reimbursement of Expenses
6.1. Claims must be submitted via the University’s on-line expense system, unless the employee is within a category of staff defined as falling outside the scope of the on-line system. In such cases the expense claim should be submitted to Finance Services in accordance with procedures published by Finance Services.
6.2. To obtain access to the on-line system see Finance Services website.
6.3. The system is tailored to ensure sufficient detail is captured to meet mandatory information requirements; however claimants should ensure that a full explanation of the purpose of more unusual items of expenditure is provided. Further guidance on making claims is found on Finance Services website.
6.4. All claims for reimbursement of expenses, with the exception of mileage based claims, must be supported by receipts. The claimant must send the receipts to the designated place or person in their College or Service.
6.5. Where UK VAT is included in the amount to be reimbursed, a UK VAT receipt must be requested from the supplier. A UK VAT receipt will include the supplier’s VAT registration number, the VAT rate applicable and the net, VAT and gross amounts.
6.6. Where it was not possible to obtain a receipt, reimbursement will be made without the support of a receipt provided details of individual costs and an explanation of the expense are given. It should be noted that this is the exception, not the rule and only likely to be in the case of trivial expenses under £10.
6.7. Credit card and debit card vouchers or statements are not acceptable forms of support for expense claims. Therefore claimants are advised that they should always request a proper receipt which provides details of the goods purchased and enables VAT to be reclaimed where appropriate.
6.8. Only original receipts will be accepted – not photocopies. In the case of purchasing card internet payments, a printout of an electronic receipt is an acceptable form of evidence.
6.9. Employees are expected to submit claims for reimbursement of expenses as soon as possible after the expense was incurred. The University does accept claims for processing up to three months after the date that the expense was incurred. Claims submitted more than three months after the expense was incurred will only be processed if there are exceptional and extenuating circumstances that caused the delay in submission.
6.10. The University will reimburse expenses in pound sterling to the employee’s bank account, in accordance with the bank details held on the University’s payroll system (currently HR Midland Trent). It is the responsibility of the employee to ensure that these bank details are accurate.
6.11. Payments are made to employees for reimbursement of expenses on a weekly basis.
