Expenses

Revised Expenses Policy

It has been necessary to update Goldsmiths expenses policies to ensure that we are compliant with current HMRC regulations and to make sure that our policies are clear and comprehensive in light of public interest.

A summary of the main changes to the travel and subsistence and entertaining policies are included below. (All paragraphs numbers refer to the main travel and subsistence policy).

• To provide greater clarity and to ensure that we are in line with HMRC requirements the new policy now divides into two sections:-
  • a) Business Entertaining and
  • b) Expenses, Travel and Subsistence (T & S)
• The T & S Policy now has an introductory paragraph which frames the context of value for money requirements.
• It includes an index to enable navigation.
• "per diem" allowances have been dispensed with - receipts must be provided for all expenditure.
• Travel expenditure should be booked through the College's travel agent unless it can be demonstrated that an alternative arrangement is cheaper.
• It updates the policy for introduction of college purchasing cards (3.8).
• It covers advance payments for travel (3.9).
• The paragraph on non-standard travel claims has been omitted as paragraph 3.10.1 in the new policy e.g. "in such other special circumstances as may be approved in advance" covers any non- standard claim.
• It gives greater information on use of own or hire vehicles (3.10-3.14)
• Claims must not be authorised by someone more junior than claimant (3.25)

These draft policies are being made available to staff for review until 15 September. Staff are invited to comment on any issues that could affect the running of the College arising from these changes:

• Expenses, Travel and Subsistence Procedure (July 2009) [Word file]
• Business Entertaining Policy (July 2009) [Word file]

Please send any comments to j.shephard@gold.ac.uk entitle “Expenses – comments”. It is anticipated that any necessary adjustments will then be made enabling an effective date of 1 October.