Policy for claims (pdf, 156 kb) - University of West London

iii) Refreshments should only be ordered in the followingcircumstances: The meeting is with external visitors. The meeting is a formal meeting of over two hoursduration and involves over six people. The meeting involves over six people and extendsthrough lunchtime.iv) The University reserves the right to refuse to meet the cost of anycatering services obtained in breach of these regulations.5.3 Claims for tea, coffee, milk etc are not acceptable.5.4 Personal costs, including:i) Gifts, for example employee leaving gifts/birthday gifts/flowers.Where departments wish to buy gifts then this should be donevia a department collection. There are occasions where it isappropriate to send gifts/flowers on behalf of the University andthis should be pre-approved by the Executive Director ofFinance.ii) Mobile phone top up cardsiii) Child-mindingiv) Diaries5.5 Travel costs such as:i) Traffic violation fines, including car parking fines, clamping andcongestion fee fines.ii) Travel/mileage from home to normal place of work.iii) Passport replacements5.6 Hotel expenses such as:i) Hotel videos and pay TVii) Laundry (unless away for over 4 nights)iii) Hairdressing and purchase of items of personal clothingiv) Toiletries, luggage, magazines and books when staying away5.7 IT equipment, including laptops, printers and minor items; software; orservices, including web-based. This applies even when the cost is grantfunded as such purchases must always be procured via the ITDepartment.5.8 Conference attendance fees, see section 4.2. (Related travel costs maybe claimed).University of West LondonPolicy for the reimbursement of travel and other expenses 2012-13 Page 10