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Expenses policy

About this policy​

This policy deals with claims for reimbursement of expenses, including travel, accommodation and hospitality.

This policy does not form part of any employee's contract of employment, and we may amend it at any time.

Reimbursement of expenses​

We will reimburse expenses properly incurred in accordance with this policy. Any attempt to claim expenses fraudulently or otherwise in breach of this policy may result in disciplinary action.

Expenses will only be reimbursed if they are:

  1. submitted via email to the Managing Director;
  2. submitted within 28 days of being incurred;
  3. supported by relevant documents (e.g., VAT receipts, tickets, credit card satements); and
  4. authorised in advance where required.

Claims for authorised expenses submitted in accordance with this policy will be paid directly into your bank/building society account via payroll.

Any questions about the reimbursement of expenses should be put to the Managing Director before you incur the relevant costs.

Travel expenses​

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:

  • travel between your home and usual place of work;
  • travel which is mainly for your own purposes; and
  • travel which, while undertaken on our behalf, is similar or equivalent to travel between your home and your usual place of work.

Accommodation and other overnight expenses​

If you are required to stay away from home overnight in the course of your duties, you should discuss accommodation arrangements with the Managing Director in advance.

Entertaining clients​

You may entertain actual or prospective clients only where your proposal and an appropriate budget has been agreed in writing in advance with the Managing Director. Receipts must be submitted in full with your expenses claim.

You must also ensure that the provision of any such hospitality in the circumstances complies with our anti-corruption and bribery policy.

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