Expenses

All expense claims, once completed, should be authorised and coded before sending to Finance at Park Campus for processing. Please contact the Finance Administrator for your school or department for advice on the appropriate authoriser and code for the claim.

• Expenses claim forms
• Travel and subsistence rates

Each month a message will be on Park Ave-news stating the last date claims can be received in Finance for processing. When the claims are processed they are paid with the claimants salary.

Further to an audit review of the expense claim procedures, could all staff please be aware that:

• In order to ensure the cheapest fare for a journey, advance booking is often beneficial and is to be encouraged
• When booking international air fares and other expensive items, you are advised to 'shop around'. Please keep copies of the different prices/quotes on file so that you are able to demonstrate that good value has been obtained
• Please note that it is an Inland Revenue requirement that the details on your expenses claim form must show the start point for the journey, the place(s) visited and the end point of the journey, for example; Park - Avenue - Park - i.e. not using the words 'return' or 'back'
• The mileage which can be claimed between Park and Avenue Campus is set at 2.3 miles each way
• Where a mileage claim is made, please ensure that the 'home to base' mileage is deducted from the total mileage of the trip - this should be doubled where the trip is from and returning to home.
• For budgetary control purposes, expense claims should be submitted for payment monthly.  Claims received which include costs incurred more than 3 months before will be returned with a memo asking for reasons for late submission and a counter-signature by your area's staff payment signatory

The measures above are standard practice and should be observed.

Please do not hesitate to contact Accounts Payable, ext 2239, with any queries at all.