Expenses
Introduction
We don’t give cash out in advance, so the best thing to do is to try and get invoiced for everything in advance so we can issue a cheque direct. If you can’t do this, try and pay by credit card or cheque so that we can reimburse you before you’re out of pocket. Always check with the CSA before you spend. When you spend money, the Treasurer will apply for a reimbursement. All applications must be submitted with a receipt(s) or invoice.
This is a guide for reimbursement of costs incurred by students during their activities for Cranfield Clubs and Societies which the relevant Club or Society committee members who have agreed to contribute to from their funds.
Where the club/society funds are to contribute towards the expenses, this is on the proviso that your journey was performed in the most economical manner having regard to all circumstances. Compliance with this Guidance is also essential.
The prompt submission of expense claims is required to ensure that financial records can be closed on a timely basis and to allow sufficient time for the claim to be reviewed prior to payment. Students are expected to submit claims for approval within 28 days following the conclusion of travel or date of the expenditure.
The CSA reserves the right to refuse to reimburse any claim which does not conform to the policy, or the amounts being claimed are not considered reasonable.
Responsibility
It is the student’s responsibility to submit their claim in accordance with the guidance.
It is the authorised signatory’s responsibility to ensure that the contribution to be paid is appropriate and is within the available budget.
It is the Club/Society Treasurer’s responsibility to check that the claim form is in accordance with the policy, correctly calculated and authorised, and that appropriate receipts are attached.
Claim forms could be returned for several reasons including:
- No receipts for claimed amounts.
- Insufficient information supplied for expenditure.
- Expense claimed is not allowed within the definitions in this policy.
Claims Procedure
Students are responsible for submitting expense claims in accordance with the following process:
Claims for a contribution should be made on the appropriate form available below.
All claim forms must disclose the student's name, email address, and club/society.
The claim form must be signed by the student certifying that the statements on the front of the form are true. It is not acceptable to delete any of these statements.
The form must be signed by the authorised signatory.
The form should be completed in full to prevent it from being returned and to prevent delays in payment.
Full details of journeys need to be given, detailing where the journey started and where it ended, the purpose etc. so the claim can be assessed for reasonableness and to provide evidence that the journey was necessarily undertaken in the performance of the activities.
All original VAT receipts must be attached to the claim form. Photocopies of receipts and credit card slips are not acceptable as valid receipts. Receipts for meals need the details of what was purchased, not just the total value. The only items of expenditure which on occasions do not require receipts are:
- Parking meter charges
- Underground train tickets
- Mileage allowance for travel in your own car
Toll Charges
Where expenditure has been in foreign currencies, the rate of conversion used should be shown. The rate will be either:
- The exchange rate used in the foreign currency advance received; or
- If no advance received the actual rate obtained.
- The CSA review claims in detail. Errors in the calculations of claims will be automatically adjusted without written or verbal notification.
- Claims must be made within 3 months of the expense being incurred (claims to clear advances should be made within 28 days of incurring the expense) and will not be reimbursed under any circumstances thereafter.
Travel in a Personal Car
Students using personal cars when travelling for their activities will be able to claim 45p per mile. This includes an allowance for fuel and insurance as well as the use of the vehicle.
Students are responsible for any damage to personal cars whilst travelling. The CSA accepts no responsibility whatsoever for any claims arising.
The starting point and destination must be clearly stated on the expense claim form. If the starting point is ‘home’, the location of ‘home’ must be stated. Any detours should also be declared on the claim to allow mileage to be checked.
Parking fines for illegal parking will not be authorised or paid.
The CSA accepts no responsibility or liability for speeding fines or parking fines, or any other motoring offences incurred.
Car Rental
Providing the car was received with a full tank, Students should refuel Hire Cars prior to returning them. Payments for fuel for hire or loans can be claimed in your Student Expense claim.
All speeding fines, parking fines or other motoring offences incurred whilst using rental cars will be the responsibility of the individual driving the car. If there are multiple users, all must be aware of who was driving and at what time. If no one admits to an offence, all drivers will be held jointly liable.
Car Parking
Reasonable parking fees may be included on the claim form if supported by receipts.
Air, Rail and Sea Travel
These journeys must be performed in the most economical manner, having regard to all circumstances. All travel will be economy class and booked through the CSA’s purchasing systems wherever possible.
Excess baggage charges will only be reimbursed if students are required by the CSA in pursuance of their activities to carry substantial amounts of material on their journey.
Other Travel (including taxi and underground)
In common with all other modes of travel, students are expected to ensure that each journey is performed in the most economical manner.
Taxi charges will only be reimbursed where alternatives are not available or not practical, e.g. an early start to catch a train before the buses run. Receipts should be obtained for taxi journeys. Reimbursement of costs will only be made where claims are in accordance with section 3 above.
Wherever possible, receipts should be obtained for costs incurred on underground services. If tickets are taken at the end of the journey, the claim form should confirm the route taken and the cost incurred.
Airport shuttle and hotel courtesy coaches are usually the most cost-effective services available and should be used where practical.
Accommodation and Subsistence
Hotels and other accommodation costs may be included in the claim (e.g. for attendance at a conference) but never near your permanent place of study or home.
All costs should be submitted on an actual cost basis. Detailed hotel and restaurant bills are required to substantiate the claim. Alcohol is not claimable.
Overseas accommodation, meals and subsistence claims should also be submitted on an actual cost basis and must be converted into sterling showing the exchange rate and the sterling equivalent for each journey.
Per diem rate claims are not allowed and will not be paid under any circumstances.
Advances
Students should submit the expenses claim for the trip within 28 days of return and repay any excess advance to the Clubs and Societies’ bank account or reclaim any expenses in excess of the advance given.
What’s so special about 31st July?
At the end of the academic/financial year on 31st July, expense claims made after this date will count against the following years’ expenditure, so please make sure you submit all outstanding claims for current year activity at least 2 weeks before this date.
