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Expense Reimbursement Procedure

Procedure overview

1 Purpose

To outline the procedure for the reimbursement of University Expenditure incurred by University Members and Students.

2 Scope

This procedure applies to all University Members and Students requesting Expense Reimbursement.

This procedure excludes the reimbursement of private expenses for:

  • relocation expenses by a new Employee - refer to the Recruitment, Selection and Appointment Procedure; and
  • motor vehicle usage claims for a private vehicle used for University Business travel - refer to the Travel Procedure.

3 Procedure Overview

Where University Members or Students have paid for University expenses using their own personal funds, reimbursement may be available.

4 Procedures

4.1 Expense reimbursement

University Members and Students should avoid using personal funds to purchase goods and services on behalf of the University. Where possible, all University goods and services should be purchased in accordance with the Procurement Procedure and the Travel Procedure.

The University recognises there may be instances where it is not practical for University Members or Students to purchase in accordance with the relevant Procedures. These include:

  • Employees who are not Corporate Cardholders;
  • research Students who require consumables for projects conducted off campus; and
  • visiting academics who incur costs while undertaking University Business.

Where expenses have been incurred on University Business using personal funds, reimbursement may be available if approved by a Financial Delegate for the department incurring the cost of the reimbursement.

4.2 Reimbursement requests

4.2.1 Required documentation

University Members and Students requesting reimbursement will require:

  • a Tax Invoice for the goods or services purchased;
  • where a Tax Invoice is not available, other supporting documentation such as a cash register docket, receipt, or invoice, that provides sufficient information as to the nature and value of the Expenditure; and
  • where the Expenditure relates to entertainment, a completed Entertainment FBT Expense Assessment form.

4.2.2 Reimbursement process

Reimbursement requests are to be submitted as follows:

For reimbursement of travel related expenses, contact the USQ Travel Team at Travel@unisq.edu.au for details.

For all other reimbursements:

University Employees - submit all documentation through the University's expense management system.

University Students - submit all documentation and nominated bank account details via a request through the student portal.

Other University Members - contact the Payables Team at Payables@unisq.edu.au for details.

All requests for reimbursements require review and approval by a Financial Delegate who has the responsibility of confirming the Expenditure is for University Business and is adequately supported by documentation.

4.3 Payment of reimbursement

Once approved, all reimbursements will be paid directly into the nominated bank account via electronic transfer.

5 References

Nil.

6 Schedules

This procedure must be read in conjunction with its subordinate schedules as provided in the table below.

7 Procedure Information

Accountable Officer

Chief Financial Officer

Responsible Officer

Director (Financial Services)

Policy Type

University Procedure

Policy Suite

Expenditure Policy

Subordinate Schedules

Approved Date

15/12/2023

Effective Date

15/12/2023

Review Date

15/12/2028

Relevant Legislation

Policy Exceptions

Policy Exceptions Register

Related Policies

Expenditure Policy

Travel Policy

Related Procedures

Expenditure Procedure

Procurement Procedure

Recruitment, Selection and Appointment Procedure

Travel Procedure

Related forms, publications and websites

Entertainment FBT Expense Assessment Form

Financial Delegations Schedule

Financial Management Practice Manual

Definitions

Terms defined in the Definitions Dictionary

Corporate Cardholder(s)

A University Member who has been issued a Corporate Card, including physical card and virtual cards....moreA University Member who has been issued a Corporate Card, including physical card and virtual cards.

Employee

A person employed by the University and whose conditions of employment are covered by the Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University....moreA person employed by the University and whose conditions of employment are covered by the Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University.

Expenditure

Decreases in economic benefits during the Reporting Period in the form of outflows or depletions of Assets or incurrences of liabilities that result in decreases in equity. This encompasses losses as well as expenses that arise in the ordinary course of business....moreDecreases in economic benefits during the Reporting Period in the form of outflows or depletions of Assets or incurrences of liabilities that result in decreases in equity. This encompasses losses as well as expenses that arise in the ordinary course of business.

Expense Reimbursement

A method of repaying University Employees and Students when they spend their own money on University Business expenses....moreA method of repaying University Employees and Students when they spend their own money on University Business expenses.

Financial Delegate

An officer of the University who has financial authority in accordance with the University Financial Delegations....moreAn officer of the University who has financial authority in accordance with the University Financial Delegations.

Student

A person who is enrolled in a UniSQ Upskill Course or who is admitted to an Award Program or Non-Award Program offered by the University and is: currently enrolled in one or more Courses or study units; or not currently enrolled but is on an approved Leave of Absence or whose admission has not been cancelled....moreA person who is enrolled in a UniSQ Upskill Course or who is admitted to an Award Program or Non-Award Program offered by the University and is: currently enrolled in one or more Courses or study units; or not currently enrolled but is on an approved Leave of Absence or whose admission has not been cancelled.

Tax Invoice

As defined by the Australian Taxation Office. Refer to the Taxation Policy....moreAs defined by the Australian Taxation Office. Refer to the Taxation Policy.

University

The term 'University' or 'UniSQ' means the University of Southern Queensland....moreThe term 'University' or 'UniSQ' means the University of Southern Queensland.

University Members

Persons who include: Employees of the University whose conditions of employment are covered by the UniSQ Enterprise Agreement whether full time or fractional, continuing, fixed-term or casual, including senior Employees whose conditions of employment are covered by a written agreement or contract with the University; members of the University Council and University Committees; visiti...morePersons who include: Employees of the University whose conditions of employment are covered by the UniSQ Enterprise Agreement whether full time or fractional, continuing, fixed-term or casual, including senior Employees whose conditions of employment are covered by a written agreement or contract with the University; members of the University Council and University Committees; visiting, honorary and adjunct appointees; volunteers who contribute to University activities or who act on behalf of the University; and individuals who are granted access to University facilities or who are engaged in providing services to the University, such as contractors or consultants, where applicable.

Definitions that relate to this procedure only

University Business

Any approved activity related to employment, career development or Research Activities at the University or in connection with the official functions of the University.

Keywords

expense reimbursement, expense claim

Record No

23/299PL

Complying with the law and observing Policy and Procedure is a condition of working and/or studying at the University.

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