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

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2.8 Any attempt to submit a false claim will be treated as a seriousdisciplinary offence and may result in the University taking disciplinaryaction.3. Authorisers3.1 The principal control over reasonableness of expense claims rests withapproved authorised signatories. Authorisers must not approveexpenses where compliance with the overriding policy is in doubt butshould refer the matter to the Executive Director of Finance.3.2 The authoriser certifies that to the best of his/her knowledge and beliefthe expenditure has been incurred wholly, exclusively and necessarily inthe performance of the claimant’s duties as a member of the University,is considered reasonable and is in line with the expense policy. Wherethis is not the case the claim must be rejected by the authoriser andreturned to the claimant unapproved with an explanation for nonapproval.3.3 Authorisers must act reasonably to ensure all members of the Universityare reimbursed promptly and are not left “out of pocket”.3.4 Authorisation must be made by the Budget Holder or his/her nominateddelegate or in the case of Budget Holders by their direct line manager.3.5 No member of the University may authorise the payment of an expenseclaim to be made to themselves or to a member of their family. Selfauthorisation is never permitted e.g. authorisation of an expense claimwhere costs relating to the authoriser are included.3.6 Expenditure of up to £8,000 may be claimed relating to relocationexpenses when such an agreement is made during recruitment. Suchclaims require the prior approval of the claimants ultimate Budget Holderand the approval of the Director of Human Resources.3.7 Claims received by Finance that are considered unusual or inconsistentwith this policy will be returned to authorisers.3.8 All expense claims may be subject to detailed review and audit. Thisreview in no way overrides the responsibility of authorisers to ensurecompliance with this policy.University of West LondonPolicy for the reimbursement of travel and other expenses 2012-13 Page 4
4. Expenditure which may be claimed4.1 Reasonable ExpenditureEmployees will be reimbursed for expenditure incurred whollyexclusively and necessarily in the performance of their duties while onUniversity business. Employees must exercise prudence anddiscretion in their expenditure and consider the business need andreasonableness of any expense. Whenever possible, alternativesolutions to business travel must be used e.g. video or telephoneconferencing. If there is any doubt about the reasonableness ofexpenditure then the claimant must seek the written approval of theirmanager before incurring the expenditure.4.2 Courses and ConferencesAll members of the University may from time to time need to attendcourses or conferences to enable them to carry out their duties for theUniversity more effectively. The University will bear the reasonable costof a member of the University’s attendance at such an event providingthat:i) The course or conference will lead to the acquisition of knowledgeor skills which are necessary for the duties of the member or aredirectly related to increasing effectiveness in their performance ofpresent or prospective dutiesii) The member’s attendance at the course or conference has beenapproved in advance by the Staff Development Manager.iii) The costs of attending the course or conference are met from theHR staff development Budget and prior approval for the cost mustbe given by the Staff Development Manager. Travel costs will bemet from the claimant’s own department and prior approval fortravel costs must be given by the claimants own departmentBudget Holder.4.3 Traveli) All air, car or rail travel for a single or return trip over £100requires the prior written approval of the Executive Director ofFinance.ii) Travel should be made using the lowest cost option, which maybe by car, train or low cost airline. However, the claimant maychoose to travel by another option, in which case the lowest costpractical option only is claimable.iii) Authorisers are responsible for ensuring that the lowest costoption only is approved.University of West LondonPolicy for the reimbursement of travel and other expenses 2012-13 Page 5
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Policy for claims (pdf, 156 kb) - University of West London

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