Expenses incurred while undertaking normal duties can be reclaimed at the end of each calendar month. An advance payment can be made to assist employees meeting significant expenses.
To minimise the amount that employees have to incur before receiving reimbursement, company credit cards will be issued to employees who regularly incur expenses exceeding US$400Can$400£250 per month.
The limits below apply in most circumstances but can be exceeded where prior sanction has been obtained from the authority shown.
Expense |
Amount |
Comment |
Excesses |
Breakfast - Staff |
US$15Can$15£10 per day |
When staying at a hotel or leaving home before 7am. |
Line Manager. |
Lunch - Staff |
US$0Can$0£0 |
Lunch expenses are only payable in exceptional circumstances. |
Line Manager. |
Dinner - Staff |
US$45Can$45£30 per day |
When staying at a hotel or would arrive home after 8pm. |
Line Manager. |
Lunch or dinner with customers / suppliers |
US$75Can$75£50 per person |
A customer / supplier should not be entertained more than once per quarter without prior sanction. |
Line Manager. |
Car Mileage |
60 cents per mile60 cents per mile40p per mile |
Mileage over 1,500 miles per month must be pre-sanctioned. |
Line Manager. |
Train / Bus / Coach Travel |
US$750Can$750£500 return |
First class travel only authorized for directors. |
Finance Director. |
Air Travel |
US$1500Can$1500£1000 return |
Economy Class unless flight exceeds four hours, then Business Class. |
Finance Director. |
Entertaining |
US$0 per occasionCan$0 per occasion£0 per occasion |
All entertaining other than lunches or dinner must be pre-sanctioned. |
Line Manager up to US$300Can$300£200. Finance Director above. |
In normal circumstances expenses must be claimed via the Finance Secure Server. Where this is not possible, a postal submission should be made.
Please keep copies of any receipts sent in case the original is not received.