Expenses Policy

Introduction
This policy provides information on the procedure for claiming expenses. If you have any questions about being reimbursed for expenses, please contact your manager or the Finance Team.

Submitting a claim
To submit a claim, please complete the Expense Claim Form and give this to your manager within 30 days of the expense. Your manager should then approve the form and send it to the Finance Team.

You should include appropriate supporting evidence with the form, it is important you check with your manager if you have any queries about what is required.

Expenses will be paid to you into the same bank account in which your salary is paid.

The Company reserves the right to withhold payment if the form is completed incorrectly, lacks the required supporting evidence, or is submitted late.

Expenses
You should not incur any expenses without the prior written approval of your manager.

If you are required to travel, The Company expects you to book the most cost-effective option, unless there is a valid business reason for an alternative option. The Company will not be liable for any fines or penalties incurred, such as for not paying for a ticket in advance of boarding a train.

If the use of your own car is approved for a business journey, The Company will reimburse you for mileage, tolls, congestion changes, parking and other legitimate expenses, but not other costs such as speeding or parking fines, clamping or vehicle recovery costs.

The Company accepts no liability for any accident, loss, damage or other claims relating to any journey you make.

If you are required to stay away from home overnight, you are expected to book a cost-effective accommodation option. The Finance Team can advise you on suitable options.

You are entitled to claim reasonable expenses for meals while travelling for business purposes. You should include receipts for all meal expenses with your Expense Claim Form. If a meal is included with a hotel booking, the hotel receipt will be sufficient.

If you are inviting business contacts for a meal, you must obtain prior written approval from your manager for this expense, before confirming any arrangements. Any gifts or entertainment for business contacts must have prior written approval from your manager. Business hospitality and entertainment will only be approved if there is a clear business objective and the proposal is appropriate for the business relationship.

Any abuse of the expenses policy will not be tolerated. Examples include, but are not limited to:
• False expenses claims,
• Inflated expenses claims,
• Duplicate claims for the same expense,
• Personal expenses submitted as business expenses.

The Disciplinary procedure will be used where appropriate, and certain actions may be Gross Misconduct and grounds for dismissal without notice. Additionally, The Company may report concerns to the police or other relevant authorities.

Conclusion
By following this policy, you help to ensure the integrity and responsible financial conduct of The Company. We appreciate your co-operation towards these aims. If you have any questions, please do not hesitate to contact your manager or the Finance Team.