Expenses Claims Procedure for Staff

From Handcrafted Policy

You will be reimbursed for expenses incurred on behalf of Handcrafted while carrying out your work for the charity. This guide provides an overview of what you need to do to claim expenses. For full details, please refer to the Finance Policy.

When to Submit Claims

  • Submit expense claims as soon as possible after incurring the expense. Ideally, mileage claims and other expenses should be submitted before the end of the month, though you can submit them more frequently if needed.
  • Approved expenses will be paid weekly via BACS transfer. If you need reimbursement faster than this, consider using petty cash.

Using Personal Funds

  • You should only use your own funds if purchases cannot be made on account or using a Handcrafted debit card. Before spending your own money, ensure you can manage without reimbursement for up to a week.

Submitting an Expense Claim

  • All expense claims must be submitted through the AirTable form Link.
  • When completing the 'Staff Expense Claim Form,' include the cost centre, budget line, description of the expense, date, and amount. You must also attach the receipt or invoice to the form.

Approval Process

  • Once you submit your claim, the budget holder will review and approve or decline the expense via AirTable.
  • If the claim is approved, no further action is required.
  • If the claim is declined, the budget holder will contact you to explain the reason and suggest next steps.
  • You cannot approve your own expenses. The Operations Director and Managing Director are responsible for approving each other's expenses.

Payment and Timing

  • Once approved, expenses are typically paid within a week. Ensure that your expenses are submitted and approved promptly to avoid delays.
  • If your expense is not approved within a reasonable timeframe, follow up with your manager to expedite the process. If necessary, use petty cash for immediate needs.
  • Understand that there is a necessary process between submitting your expense and receiving reimbursement, which includes approval from your manager and processing by the admin team. Plan accordingly.
  • Managers should prioritise approving expenses promptly to avoid delays in reimbursement, particularly for staff who may be out of pocket.

Petty Cash

  • Petty cash is available for small, immediate expenses only, where it’s impractical to use a personal card or wait for reimbursement. Always obtain approval before using petty cash.
  • The maximum amount that can be taken as petty cash is £75. This should be returned to the cash box by the end of the day, along with receipts and any change.
  • Ensure that all petty cash transactions are recorded immediately, both in a physical ledger (if applicable) and digitally through AirTable.
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