Chapter 11.6.2 – Expense Claims

Purpose and Scope

An individual who incurs expenditure on behalf of our company may be reimbursed. For reimbursement to be approved, the individual must be able to provide receipts for monies expended, and a description of the purpose and details of the purchase.

It should be noted that staff should always endeavour to avoid using personal funds to incur our company related expenditure.

The underlying principle of the Expense Claims Procedure is that our company resources are to be used exclusively for organisational use. Personal expenses are not to be charged against any company funds.

Personal funds should only be used for purchases when it is not possible or practicable to purchase goods or services by:

• Raising a requisition in the finance system;
• Paying via a Corporate Credit Card – typically used for low value goods and services, travel, hospitality and entertainment; or
• Paying via a Travel Card – typically used to cover the travel expenses.

All expense reimbursement claims must follow the relevant claim submission process and comply with a series of conditions, namely that the claim must:

1. meet the requirements of the particular account or grant to which it is to be charged;
2. comply with the policy governing expenditure of the kind in question;
3. be backed by appropriate supporting documentation; and
4. be approved by the relevant parties.

Objectives

This policy aims to explain how expense claims are administered and managed at our company and provides processes for staff and non-staff. The procedure has the following objectives:

1. To outline the requirements for an expense claim in relation to travel expenses, currency conversion and fuel purchases
2. To clarify requirements for GST [4] and supporting documentation in relation to an expense claim
3. To clarify that expense claims are reimbursed to the claimant by funds transfer
4. To describe the end-to-end expense claims processes for staff and non-staff
5. To provide staff with clear steps for making expense claims via the Expense Management System (EMS)
6. To provide non-staff with clear steps for making expense claims via an online form