SCHEDULE 2 - EXPENSES POLICY
1.
ABOUT THIS POLICY
1.1
This policy deals with claims for reimbursement of expenses, including travel, accommodation and hospitality.
1.2
This policy covers all employees, officers, consultants, contractors, volunteers, interns casual workers and agency workers.
1.3
This policy does not form part of any employee's contract of employment, and we may amend it at any time.
2.
PERSONNEL RESPONSIBLE FOR THIS POLICY
2.1
Our board of directors (the board) has overall responsibility for the effective operation of this policy but has delegated day-to-day responsibility for overseeing its implementation to the General Manager. All managers have a specific responsibility to operate within the boundaries of this policy, to ensure that all staff understand the procedure they are required to follow and to take action when behaviour falls below its requirements.
2.2
3.
REIMBURSEMENT OF EXPENSES
3.1
We will reimburse expenses properly incurred in accordance with this policy. Any attempt to claim expenses fraudulently or in breach of this policy may result in disciplinary action.
3.2
Expenses will only be reimbursed if they are:
(a) submitted to the Accounts Department on the appropriate claim form;
(b) submitted within 28 days of being incurred;
(c) supported by relevant documents (for example, VAT receipts, tickets, and credit or debit card slips); and
(d) authorised in advance where required.
3.3
Claims for authorised expenses submitted in accordance with this policy will be paid directly into your bank/building society account via payroll.
3.4
Any questions about the reimbursement of expenses should be put to your line manager before you incur the relevant costs.
4.
TRAVEL EXPENSES
4.1
We will reimburse the reasonable cost of necessary travel in connection with our business. The most economic means of travel should be chosen if practicable and you should use existing travelcards or season tickets wherever possible. The following are not treated as travel in connection with our business:
(a) travel between your home and usual place of work;
(b) travel which is mainly for your own purposes; and
(c) travel which, while undertaken on our behalf, is similar or equivalent to travel between your home and your usual place of work.
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