44 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 Institution D (Jul. 2021) Claims for reimbursement should be made as soon as possible and, in any case, not later than three months after the expenditure has been incurred. Where an advance payment has been made the claims must be submitted within one month of completing the journey. The following items will not be paid for by the University: - The reimbursement of “working lunches/meals” - Speeding, Parking, Wheel Clamp fines - Unauthorised or excessive Travel and Subsistence costs - Any Expenditure not supported by detailed, original receipts. - Privately purchased Travel Insurance. - Child Care costs No information Advance payments against expenses in excess of £300 may be requested using a Travel Expenses Advance form (Trav A). Advances for less than this amount should not normally be requested. Some claimants with regular travel commitments hold University Company Cards. The University also operates a Procurement Card system which can be used for the booking of services. Travel and accommodation should only be booked using the Procurement Card in emergency situations only. Institution E (Nov. 2022) No information No information Any attempt to submit a false claim will be treated as gross misconduct under the disciplinary rules of the University. At the discretion of Financial Budget Holders/Finance/ School/Service Managers, employees can apply for a university procurement card. Employees who are required to travel/entertain regularly in the course
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