All expenses must be incurred in accordance with the following five key principles.
1. Best use of University funds
Expenses are only to be incurred and reclaimed by employees, where:
2. Evidence of expenditure
Only actual and evidenced costs are reclaimable. Receipts are the principal evidence of expenditure and, if available from a supplier, must be provided. If a receipt is not available, alternative evidence will be required for all items £5 or more.
3. Business purposes only
Expenses may only be reimbursed where the costs are incurred wholly, exclusively, and necessarily in the course of University business. Where business costs are charged to an employee’s personal payment card, the University will not reimburse any interest or other penalties incurred.
4. Value for money
The University’s resources are to be used responsibly and all claims must represent value for money regarding:
5. Reimbursement not reward
The purpose of the policy is to reimburse staff for legitimate expenses incurred. Employees must avoid incurring any costs that lead to them, their family or friends gaining a financial or other material benefit.
Employees must not claim reimbursement for expenses from the University where they are expecting to be reimbursed by another party, for example, a sponsor or conference organiser. They may claim the difference between the total allowable spend and what the third party is prepared to pay