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Frequently Asked Questions - Expense Reimbursements

• Which form do I use?
  
  
• What is an Expense Reimbursement?
  
  
• How do I claim my expenses?
  
  
• How do I get access to DU Internet Expenses?
  
  
• Can someone claim online expenses on my behalf?
  
  
• Who can authorise expense reimbursements?
  
  
• Why do I have to sign for my expenses?
  
  

• Which form do I use?
  You will find all forms used by Financial and Business Services Division listed in their most used functional groups at www.deakin.edu.au/fbsd/forms. All forms for expense reimbursement are under the grouping Staff Payments. Beside each form is an explanation of when to use it. It is recommended that you print off a form as you need it and not keep photocopies on file. Accounts Payable may send paperwork back if the current form is not used.

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• What is an Expense Reimbursement?
  A reimbursement is compensation paid for money already spent.   The University reimburses staff for reasonable travel and non-travel business expenses incurred in the conduct of official University business.   However staff should not gain from such reimbursements and University funds should be spent prudently.

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• How do I claim my expenses?
  If your claim is under $250 you can claim it through the Cashier's Office using a Petty Cash Voucher.
  
  If your claim is over $250 you can claim online with the DU Internet Expenses responsibility.

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• How do I get access to DU Internet Expenses?
  You fill out a Expense Reimbursement Application Form, have it authorised, then send it to Accounting Systems, Geelong Campus. If you do not have an ITS generated username you must go to the Staff Account Creation page before applying for access to DFMS.

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• Can someone claim online expenses on my behalf?
  Yes. In your application form for online reimbursements there is a section where you can nominate other staff members to enter your expense reimbursements for you.

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• Who can authorise expense reimbursements?
  
  • The Financial Delegations - Enabling Policy states "Reimbursement of expenditure incurred by staff members must be approved by an authorised officer to whom they report with appropriate signing authority as provided in Schedule 1 - Reimbursement of Expenditure Incurred by Staff, or higher."
    
    
  • Members of staff are not permitted to approve expenditure in which they are personally involved eg. travel expenses, entertainment attended by the staff member.
    
    
  • List of Staff who can Approve Reimbursements.

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• Why do I have to sign for my expenses?
  Your signature certifies the claims as business expenses and is an FBT requirement. You have to sign either the Confirmation sheet that is printed out each time the expenses have been entered online, OR the Expense Report Claimant Cover Sheet, where you attach your receipts to the cover sheet and give it to the staff member who will enter your reimbursements online.