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

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4.10 Staying with friends or familyWhen away on University business, the traveller may chose to stay withfriends or family in which case it may be appropriate to make a payment.Up to £25 per night may be claimed unreceipted. The cost of meals orgifts may not be claimed.4.11 University purchasing credit cardsi) University card holders must use such cards strictly in accordancewith the rules issued to them when the card was provided.ii) Card holders must retain receipts and other supportingdocumentation for any expenditure. Failure to comply with the rulesand requirements governing the corporate card may result in thewithdrawal of the card and may result in the University takingdisciplinary and/or other appropriate action.iii) The rules regarding the use of procurement cards and procedurefor providing receipts is set out at:http://www.uwl.ac.uk/the_university/how_the_university_works/Finance.jsp4.12 Entertaining and hospitalityi) Claims for entertaining third parties may be made in the furtheranceof the University’s relationship with the individual or entity. Thebusiness need for such entertaining must be specified on the claimform and the names of all individuals present stated and the namesof any external organisations involved stated. This identification isrequired to comply with HMRC regulations..ii) Wherever possible during term time the University’s student trainingrestaurants must be used for corporate hospitality to promote theiii)University and its students and minimise such expenses.Expenses for entertainment and/or corporate hospitality will notnormally be reimbursed where all of the persons present wereemployees.iv) The number of employees present at corporate hospitality eventswhere expenses are claimed should not normally exceed thenumber of visitors.4.13 GratuitiesWhen a service charge has not already been included on the bills,gratuities for meals etc. should be made at an appropriate level: e.g. theguidelines for UK gratuities is 10%.4.14 Subscriptions to associationsSubscriptions to professional bodies will not be reimbursed. Studentfees for employees actively studying may be claimed with the approvalof the Budget Holder. Annual professional subscriptions not reclaimableUniversity of West LondonPolicy for the reimbursement of travel and other expenses 2012-13 Page 8
under this policy might be deductible for tax under the self-assessmentprocess. Employees should approach HRMC directly on this matter.4.15 Mobile phones and Blackberry devicesi) University mobile phones and Blackberry’s are issued for businesspurposes and use for personal calls, texts and internet browsingshould be kept to a minimum. Personal usage must be repaid bythe individual. Mobile phone and Blackberry holders will be issuedwith a monthly on-line statement enabling them to identify personaluse. The amount identified will be automatically advised to payrolland a deduction made against net pay.ii)Where staff need to make University-related calls using their ownmobile phone (e.g. University calls while on holiday) they mayreclaim the cost through an expenses claim. A copy of the phonebill with the claimed calls highlighted is required.iii) Mobile phone top up cards are never claimable, see section 5below.4.16 Business travel combined with holidays or personal travelThe combination of University funded business travel with holidays(including weekends) must be pre-approved by the Vice-Chancellor. Theaccompaniment of family and friends on University funded travel alsorequires pre-approval by the Vice-Chancellor. There is no Universityinsurance cover for those who are not members of the University.5. Expenditure which may NOT be claimed5.1 Expenses that are private, normally incurred outside work, not workrelated or are considered excessive and unreasonable are notreimbursable.5.2 Refreshments supplied during meetings.i) The University’s catering service provider is the sole provider ofrefreshments for meetings within the University and all suchservices must therefore be obtained from them. This is acontractual arrangement and should not be breached. The costswill be charged directly to the department and not to the individual.ii) The only exception to this, specifically excluded within the cateringcontract, are the University’s student teaching restaurants whichmay from time to time supply refreshments for certain meetings withpermission of the Budget Holder. These costs may then bereclaimed.University of West LondonPolicy for the reimbursement of travel and other expenses 2012-13 Page 9
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Policy for claims (pdf, 156 kb) - University of West London

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