Travel and Expense Policy

The Expenses Policy

I. Important principles and how to claim

1. General principles

The principle of the Expenses Policy is to ensure that staff continue to be reimbursed for all necessary expenditure reasonably incurred in the performance of their BBC duties. The basis of expense claims will be actual expenditure up to limits as specified in this policy; limits will be reviewed annually. Staff must pay for their personal expenses and claim them back; accounts payable should only be used to settle the cost of group events (excluding entertaining) which exceed £1,000.

Managers and staff should note that authorising managers have no authority to vary this policy; claims for items not allowed under the policy will be rejected. Staff should note that if they pay for expenses incurred by another individual, any deductions from their claim for non compliance with policy will be their responsibility.

Failure to comply with this policy may be treated as a disciplinary matter.

2. Guidelines on how to claim your expenses

2.1 Timeliness of submission

Expenses should be submitted as soon as possible after they have been incurred. However, it costs a certain amount to process any claim, so claimants should endeavour not to submit claims for less than £50, unless they represent the total of expenses in a three month period.

2.2 Receipts

Original receipts must accompany all claims. Credit card slips or statements will not be accepted as evidence of business expenditure. A VAT receipt must include the name and address of the retailer, the retailer's VAT registration number, the date of the purchase, details of what goods or services have been purchased and the VAT inclusive value of those goods or services in sterling. A VAT registration number consists of nine digits and is set out in the following format: 123 4567 89.

2.3 e-Expenses

Claims should normally be made using e-Expenses, which is designed to capture all the relevant information to enable your...