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Reimbursements Presentation

The document outlines the procedures for submitting reimbursement claims for travel and other expenses, emphasizing the use of the Travel Claim Form and the requirement for receipts. It details the approval process involving line managers and budget managers, as well as options for reimbursement via bank transfer or cash. Additionally, it provides guidance on scanning and submitting receipts electronically for non-travel expenses.

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5 views

Reimbursements Presentation

The document outlines the procedures for submitting reimbursement claims for travel and other expenses, emphasizing the use of the Travel Claim Form and the requirement for receipts. It details the approval process involving line managers and budget managers, as well as options for reimbursement via bank transfer or cash. Additionally, it provides guidance on scanning and submitting receipts electronically for non-travel expenses.

Uploaded by

nc24sxu
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Reimburseme

nts
• For travel purposes
• Other expenses
Reimbursement for receipts
- travel purposes
 ALL travel costs MUST be claimed by using travel claim
form.

 Travel Claim Form --- W4


 Notice of absence, leave of absence, travel claim
 In Documents » All staff folder » Personnel

 Sheet 1 Norwegian – Sheet 2 English

 Can either be filled out electronically or by printing the


form and fill it out manually.
Receipts attached to Travel Claim
Form
 TRAVEL CLAIM FORM ON  TRAVEL CLAIM FORM
PAPER: ELECTRONICALLY:
 Receipts to be attached,  Receipts to be attached
stapled etc. electronically as well:
  Take picture with phone/tablet
If you have several receipts, it
is better to make them in  Scan with printers on UWC
numerous order  Use own scanner
 Save the receipts on your own
server/computer
 Then attached the files in the e-
mail with the Travel Claim Form
Receipts attached to Travel Claim Form cont.
• Regardless of whether you choose a paper form or an electronic
form, the Travel Claim form should be sent for approval to your
nearest line manager
• Your manager will then forward it to me for reimbursement
• The reimbursement for travel costs will be done together with
your salary
• Send the Travel Claim Form and the receipts to you nearest line
manager as soon as possible after the travel.
• To be able to include the reimbursement on the months salary, I
will need the approved form with receipts within the 5th that
month.
 TRAVEL CLAIM FORM ON  ELECTRONIC TRAVEL CLAIM FROM:

PAPER:  Send the completed form as an

 attachment in an e-mail to your


Give to you leader on paper,
line manager, togheter with all the
included all receipts
scanned receipts.
 Use pigeon holes  Send ONLY to your leader (do not
put me on copy)
Questions about Travel
Claim Form?
Reimbursements by submitted receipts
- other expenses

 Reimbursements for other costs (that are not


related to travel) MUST be submitted electronically!
 That means that receipts you have in paper form must be scanned or
photographed with mobile/camera
 Actually easier that it might sounds…
 «Scan guide»

 Such reimbursements will NOT be paid together with the salary, but
will be managed in separate settlements
After scanning

 When you have scanned all your receipts, they are sent to your
email
 You can choose to save the receipts on your computer, or to forward
them directly from your e-mail.

 When you have sent/forwarded your receipts for reimbursements, you


will have a copy of them in your «Sent emails».
 In addition you will also have the paper receipts/the original receipts,
as I do not need them in addition to the scanned ones.
Mobile picture of receipts

 If you have only one or a few receipts, it can be easier and quicker to
just take a picture of them with your mobile – instead of scanning
them.

 Then you send the pictures together with your expense claim in an e-
mail.
 Today most mobile phones have
both camera and e-mail, and
expense claims can therefore be
done in a sweep (quick and easy)!

 But to who do you send the


expense claim? …
Approval Budget Manager

 The same way as with Travel Claim Forms, Expense Claims must
also be approved, but the Expense Claims are to be approved by
the person responsible for the budget line for your expenses.
 You therefore send Expense Claims to the Budget Manager for the
correct budget line.
 If you do not know who is the Budget Manager for your expenses, talk to
the person who instructed you.
 If you are the Budget Manager for the budget line, you don’t need further
approval.
 The Budget Manager will after approval forward the expense claim to
me for reimbursement.
Reimbursement to bank account of
in cash?
 Please tell in your Expense Claim whether you want your reimbursement
to your bank account or in cash.
 If you want it to your bank account – please write the account number in
the Expense Claim.
 Normally Expense Claims are reimbursed within 2 weeks after they have
been submitted.

 If you want the reimbursement in cash, you can come with the
approved/signed receipt(s) to the Accounts Office and get it in cash.
 Reminder of the opening hours for Accounts Office:
 Monday – Friday from 14:00 to 15:30.
 These opening hours applies to both students and other employees
Requirements for Expense Claims
 The Expense Claim must at least contain the following
information:

 Name on the person to be reimbursed


 Purpose of the expense (what has been bought etc.)
 What budget the expense should go from
 A summed total amount the reimbursement is for
 How you want the reimbursement (bank account or cash)
 With several receipts in one Expense Claim, please make them
numerous, so it is easy to find the correct receipt.
Budget Manager
 The person who approves/sign the Expense Claim for
reimbursements

 Forwards the e-mail with the Expense Claim and receipts (file
attachments) to me and writes clearly to me:
 That the total amount is approved
 Repeats from what budget line the expense should be taken
from
 Puts the claimer on copy – so that the person askin for
reimbursement can see that the expense claim has been
approved and sent to me for reimbursement.
Questions about
Reimbursements?
Or about scanning?

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