A Reimbursement request should be completed if you have used your own funds for payment of goods and services incurred on behalf of the University. The University is under no obligation to provide reimbursement for goods/services to staff members if prior approval has not been sought.
Examples of personal expenditure not generally regarded as appropriate for reimbursement include:
- unauthorised repairs paid with personal funds
- travel bookings paid with personal funds
- non-official entertainment and travel costs, eg. excessive or lavish entertainment expenditure; personal video hire fees, mini-bar alcohol consumption, personal grooming, recreation activities etc. whilst travelling; hotel accounts containing private phone call charges
- mobile phone accounts containing private call charges
- tips or gratuities (except when the University officer is travelling on official business in a country in which it is customary)
- dinners/functions at a University officer's private residence (unless specifically authorised by the relevant PVC before the event)
- casual drinks (off campus)
- parking for non-business related trips
- valet parking (unless there are no other alternatives)
- parking and traffic fines
- gifts of an essentially private nature (eg. birthday or wedding gifts for staff members)
- private internet connection charges
Where a proportion of expenditure is non-official or private, these charges should be settled privately and not charged to the University. Where the nature of the expenses is unclear, you should pay the expense and later submit a reimbursement request with supporting documentation and justification to your Financial Approver for consideration.
Submitting a Reimbursement Request
- Create a Expense Report using Concur
- Attach all supporting documentation to the request prior to submitting the report for for financial approval.
Once financial approval has been received and your request processed by Accounts Payable, payment will be forwarded to your nominated account.
Entertainment and Catering Payments
Note if your reimbursement relates to entertainment or catering it is important to provide a good description of the expense so that Accounts Payable can determine if Fringe Benefit Tax (FBT) applies.
- The FBT Entertainment Checklist & Expense Form (PDF 90k) can assist you in assessing what should be charged FBT. If it should be charged, please fill out page two of the form and attach a copy to your reimbursement request.