Expense Reimbursement Policy

The company will reimburse ''reasonable'' out of pocket expenses actually and necessarily incurred by an employee in the course of official duties where these are considered reasonable where prior approval has been received from a manager.

• Tax receipts (showing an ABN if in Australia) must be provided for all expenses to be reimbursed.
• Cash advances in advance of anticipated expenses can only be approved by senior managers.

Process

Minor one off expenses ($50 or less) may be reimbursed through petty cash. Where possible this should be in advance for a known requirement and receipts, along with change, should be returned to petty cash.

Expenses for more than $50 or for employees with ongoing individual expenses requirements should be submitted to Accounts on an Expenses Claim Form which has been signed off as approved by the employee’s immediate supervisor.

All claims must be submitted by the seventh of the month for the previous month in arrears. Only one claim should be made per month. Exceptionally large expense claims may be submitted at the time of incurring them and not wait until the end of the month.

Payment of reimbursed expenses will be made directly into your nominated bank account (recorded with Accounts) generally by the 15th of the month but may take up until the end of the month they are submitted.

Allowable expenses including using your private vehicle on official business and traveling, accommodation, meals, but ''not alcohol'', and other incidental expenses associated with an overnight absence from home or part day duties away from the normal work location.

When making claims on the company expense claim form, you must submit ''official receipts'' (tax invoice) covering the actual expenses as soon as practical after the event as evidence of expenditure incurred.

'''Note:''' A Statutory Declaration from the employee that details the expenses that were incurred may be accepted if the receipt is lost or misplaced, and suitable verification can be made.