This new policy fills a gap left by the approval in July 2023 of a separate policy for Employee Expenses.
Previously, all policies and procedures dealing with expense claims were covered by Finance Procedures Manual, Chapter 5b. Following the implementation of the Concur expense platform, it was decided to separate Employee and Non-Employee expenses. The opportunity was also taken to separate policy and procedure.
The intended audience for this policy are University administrators, not the claimant. This is because there is a different way of working in Concur for employees and non-employees.
There is a wide breadth of non-employees categories, for example, guest speakers, visiting academics, visiting students, and research participants, and each category requires separate considerations and procedures.
Institutions must provide prospective visitors with clear guidance on what is reclaimable in advance of their visit. Many institutions already have guidelines in place, however, these must now be aligned to this policy. Schools and institutions are able to set up consistent guidelines across their departments.
Effective date of this Policy: 1 Feb 2025
Approved by Council: 17 December 2024
Date of next review: Feb 2026
This version 24 January 2025