43 Virtual Brochure – February 2024 2. SUPPORTING PROCEDURES Timeliness of expense submission Excluded expenses Consequence of noncompliance Use of cash advances, procurement cards or traveller cards payment. Failure to do so may result in the claim being rejected. Institution B (Nov. 2022) Claims must be made ‘promptly’. Claims for expenditure incurred more than three months ago will not be paid. If the corrected claim is not received before the deadline for the month, payment will be delayed. The following items will not be paid for by the University: • Hotel mini-bar bills • Newspapers • Charges made by hotels for the use of facilities such as pay per view videos, fitness suites etc. • Partner travel / entertainment. No information The institutional Travel and Expenses process should only be used to reclaim personal business expenses. Staff can apply for a cash advance when undertaking international travel. The University may arrange for a corporate Credit Card or Purchasing Card to be provided to frequent travellers. Institution C (Apr. 2018) No information Whilst travelling, pay per view material will not be reimbursed. Spa-Treatments are not authorised expenditure and are not business requirements, therefore claims will not be reimbursed. No information Travel/accommodation bookings must be made through their travel management system/company (TMC).
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