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.