Reimbursement of Organisational Expenses

Policy	The organisation will reimburse authorised organisational expenses evidenced by supporting documentation

Definition	Authorised officer refers to the employee/management committee member who has been delegated the authority to approve payment.

Procedure
Types of organisational expenses 
It is preferable to pay for organisational expenses by purchase order and cheque. However, in some cases, petty cash or cheques may be used to reimburse expenses incurred. 
The following items are examples of expenses that may require reimbursement.

Item	Organisation related expenses	
Catering 	To provide refreshments for meetings with official visitors, e.g. cake, tea/coffee  	
Taxi 	To cover costs of taxi fare to attend meeting, conference, workshop, etc.	
Petrol/Mileage Allowance	To cover cost of petrol to attend meeting (if petrol cards not available)	
Stationery	To cover costs of purchasing essential or urgent stationery items	
Telephone	To cover costs of work-related telephone calls from home or mobile phone (approval required)	

Reimbursement process
Prior to approving reimbursement, the Manager or relevant authorised officer: 
•	must be satisfied that any claim for reimbursement has been for official purposes  
•	must sight supporting documentation (supplier’s invoice and evidence of payment) that clearly states 
o	date and amount of expenditure
o	name of company/service provider
o	description of the expense incurred.

Employees cannot authorise payment or reimbursement to themselves. If the Manager or authorised officer needs to be reimbursed, it should be approved by the Chairperson or Treasurer of the Management Committee.
When the authorised officer is satisfied that the expenses were for official purposes and the required documentation has been received, the employee should be reimbursed as soon as possible.
The original receipt and documentation are to be retained for the organisation’s financial records.

Related Documents
Petty Cash Policy and Procedure