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26 Jul 2023: Download this policy in PDF format This policy sets out the rules and key principles in relation to the incurring, reclaiming, and processing of expenses for employees. The supporting annex provides claimants with an overview of the conditions

28 Jul 2023: This annex to the Employee Expenses policy clarifies the common expense types which are regarded as appropriate to incur whilst undertaking University business.

3 Apr 2024: This webpage is currently under construction and will be live shortly.

26 Jun 2023: Policies set parameters for decision-making. Compliance with policies is mandatory. Employee Expenses Policy Policy against Bribery and Corruption Anti slavery and Anti-trafficking policy Foreign Exchange (FX) Management for Research Policy

1 Aug 2023: Any deviations from the Expenses policy must adhere to the key principles and be authorised by the Head of Institution. A record of the extenuating circumstances must be kept for audit purposes.

18 Mar 2024: Please refer to the HR Division web site for the latest information on eligibility and procedures.

1 Aug 2023: Claims must be submitted via the Concur system approved by the Finance Division. Claims for out-of-pocket reimbursements, e.g., paid for using a personal payment card, must be submitted no later then 3 months from the date the expenditure was

16 Oct 2023: With the launch of the Employees Expenses Policy and the re-working of Finance Procedures Manual (FPM) chapter 5b, the Finance Division is now addressing the need for a corresponding policy and procedures for non-employees.

8 Aug 2023: Policy Statement This policy sets out the rules and key principles in relation to the incurring, claiming, approving, and processing of expenses for employees. As a charitable organisation, the University has an obligation to ensure all funds are

17 Apr 2024: Latest version 17 April 2024.

1 Aug 2023: Generally, the University will neither pay nor reimburse the costs of personal healthcare. Tax treatment of health and wellbeing costs This table forms part of the Employee Expenses policy. Any deviations from the policy must adhere to the key

28 Jul 2023: Gifts to employees for birthdays and other occasions are considered personal, non-business expenditure and must not be claimed via expenses. Tax treatment for gifts and individual recognition This table forms part of the Employee Expenses policy.

26 Mar 2024: It has already been established that budgets are an important method through which to monitor and control actual versus planned activity. However, to carry this out effectively it is important to spread the budget across the months of the financial

1 Aug 2023: This section forms part of the Employee Expenses policy. Any deviations from the policy must adhere to the key principles and be authorised by the Head of Institution. Where appropriate, any claims must also align to the funder’s terms and

10 May 2024: Latest version 01 May 2024.

8 Aug 2023: This policy is owned by the Director of Finance on behalf of the Finance Committee. Heads of Institution are responsible for ensuring that all expense claims are in line with this policy, the Annex: How to apply the policy, and the related

16 Apr 2024: Latest version 16 April 2024.

28 Jul 2023: All expenses must be incurred in accordance with the following five key principles. 1.

17 Apr 2024: STC, Clause 7.1. Latest version 17 April 2024.

28 Jul 2023: Before undertaking any business travel, employees must consider whether the business purpose can be achieved without needing to travel. Virtual meetings can offer an efficient (in terms of both time and cost) and sustainable alternative to physical

1 Aug 2023: In some circumstances, individuals may be permitted to incur and reclaim some business costs relating to them personally. Tax treatment of training, development and subscriptions This table forms part of the Employee Expenses policy.

10 May 2024: Transfer of income. Latest version 01 May 2024.

1 Aug 2023: The Annex to this policy provides additional information for claimants, setting out details of expenses that are appropriate to incur whilst on University business. The Financial Procedures Manual, Chapter 5b, gives further information and possible

16 Apr 2024: Latest version 16 April 2024.

28 Jul 2023: The provision of hospitality, especially that provided externally, must be for the benefit of the University. Examples of business benefit situations This section forms part of the Employee Expenses policy. Any deviations from the policy must adhere

17 Apr 2024: Latest version 17 April 2024.

26 Jun 2023: Tax Treatment ofprocedures FPM5b. Latest version 30 April  2024. 2024 University of Cambridge.

16 Apr 2024: Latest version 16 April 2024.

28 Jul 2023: Latest version 23 April 2024. 2024 University of Cambridge.

17 Apr 2024: Latest version 17 April 2024.

1 Aug 2023: It is expected that, in most cases, business costs would be incurred by the institution as opposed to individual members of staff. This section details some of the main types of business expenses which may be incurred in exceptional circumstances,

2 Aug 2023: This table forms part of the Employee Expenses policy. Any deviations from the policy must adhere to the key principles and be authorised by the Head of Institution. It is to be applied in conjunction with the Business Travel values, and, where

16 Apr 2024: Latest version 16 April 2024.

2 Aug 2023: This table forms part of the Employee Expenses policy. Any deviations from the policy must adhere to the key principles and be authorised by the Head of Institution. It is to be applied in conjunction with the Sustainable Business Travel values, and,

28 Jul 2023: Employees are responsible for ensuring that they have valid passports, and appropriate visas/right to work documentation, for overseas business travel. Tax treatment for additional overseas travel costs This table forms part of the Employee Expenses

2 Aug 2023: This table forms part of the Employee Expenses policy. Any deviations from the policy must adhere to the key principles and be authorised by the Head of Institution. It is to be applied in conjunction with the Business Travel values, and, where

2 Aug 2023: This table forms part of the Employee Expenses policy. Any deviations from the policy must adhere to the key principles and be authorised by the Head of Institution. It is to be applied in conjunction with the Business Travel values, and, where