47 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 I (Nov. 2022) Expenses should be submitted as soon as possible after they have been incurred and must be claimed within three months. If a claim is submitted over three months the expense will not be processed. Although not exhaustive, the following items are not to be claimed through expenses, and will not be reimbursed: - Stationery - Equipment - Books, journals or periodicals - Uniforms - IT equipment and hardware Any claims that are submitted and deemed to have contravened this or any other policy will be investigated. Employees who incur a high level of expenses should use a University corporate card. In circumstances where considerable expenditure on foreign travel is anticipated, an advance of expenses may be considered where no other payment method is available. We can help We have undertaken numerous expenses-related reviews as part of our annual programmes. If you want to know more about Uniac and our specialist staff, visit us at www.uniac.co.uk. Elly Holmes - Senior Audit and Risk Consultant - eholmes@uniac.co.uk
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