Procedures for the Payment of Staff Expenses Claims

Introduction

Staff Expenses are reimbursed in full to an employee when the incurred expenditure is for business purposes. Please refer to http://www.wmin.ac.uk/page-972 for full details of the current staff expense claims policy

Claims must be for reimbursement of actual expenditure incurred wholly and necessarily on the business of the University. No round-sum allowances may be paid unless approved by the Director of Finance. Supporting original receipts and/or receipted invoices must be provided for all claimed items of expenditure. Photocopies of receipted invoices will not normally be accepted as proof of outlay.

General

The University's Accounts Payable Department, based in the Copland Building, is ultimately responsible for paying staff expense claims. These are processed through the university's Agresso Finance system and are paid to employees on a weekly basis.  They are usually included in the next available pay run after they have been received by the Accounts Payable department from the Payroll department. 

Procedure

1.       Claims for expense reimbursement are made on the university's Expenses Claim 

          Form found here http://www.wmin.ac.uk/docs/Expenses%20Claim%20Form.xls.

          Guidance notes for completion are provided with the form. (Note: It is not necessary

          for staff with a contract of employment with the University to complete the bank 

          details section.)

2.       Claims should be submitted within 10 days of the expenditure being incurred.  All

          claims must be authorised and coded by the appropriate budget holders in

          accordance with the university's financial regulations and then passed to the local

          Finance Office for checking, finance approval and onward transmission to Payroll,

          who will check for possible tax implications.  When all these checks are complete

          claims will be passed to Accounts Payable for payment.

3.       A budget holder cannot authorise his or her own expenses claim. His or her

          immediate line manager must do this.

4.      Payments for expenses claims are credited directly to employees' bank accounts on

         a weekly basis by the Accounts Payable Department.  Payment will be made to the

         same bank account as used for salary payments.  In cases where bank account

         details have changed, a week should be allowed for the information to be updated in

         Agresso following amendment in My HR.

5.       Expenses claims under £50 in value can be processed locally by cashiers, provided

          that there is no liability for tax under PAYE. The Payroll Department should be

          consulted when there is any element of doubt of the liability for tax.