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Financial and Business Services Division

•  
• Accounts Payable
• Accounts Receivable
• Assets Management
• Cashier
• Corporate Credit Cards
• Expense Reimbursements
• Travel
  • Travel Agents
  • Travel Diaries
  • Travel Insurance
  • Staff Travel Database
  • Domestic Booking Tool
  •  
  • Accommodation
  • Airport Shuttle Services
  • Allowances & Reimbursements
  • Car Rental
  • Currency Codes (28 kb)
  • Qantas Club

Expense Reimbursements

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.

A Petty Cash Voucher may be used if expenses do not exceed $250. If over $250 it must be claimed online through DFMS Internet Expenses. You can get access to Internet Expenses by filling out the Expense Reimbursement Application Form.

Approval of Personal Expenditure

• 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.

Non-Travel Expense Reimbursement

Examples of allowable non-travel expense reimbursement are:-

• HECS reimbursement.
• Books.
• General office expenses that cannot be purchased through Corporate Express.
• Minor equipment under $2,000 in value.
• Memberships, subscriptions.

Travel Expense Reimbursement

• Staff travelling domestically or internationally will be reimbursed for reasonable expenses covering meals and incidentals whilst travelling on University business.
• All claims are to be supported by receipts.
• Reimbursements of expense are not required to be shown on the staff member's individual income tax payment summary, however it can be subject to Fringe Benefits Tax. For clarification contact George Rizakis on 68119 or email george.rizakis@deakin.edu.au.
• There will be no advance per diems issued for travel.

Petty Cash

The University does not give cash advances. Petty cash is to be used to reimburse staff and students for minor and incidental expenses. Claims may be made using the Petty Cash Voucher to claim your expenses. All claims should be made through the Cashier on your campus. Minor Purchases must not be split using multiple vouchers for the purpose of keeping the reimbursement below the $250 limit. Claims over $250 must be reimbursed online through DFMS Internet Expenses.

Capital Assets

Capital assets are individual pieces of equipment and furniture valued at $2,000 and above. These purchases must be recorded on the Fixed Asset Register to meet accounting requirements like depreciation. To enable these requirements to be met a capital asset can only be bought through the DFMS purchase ordering process. You may not be reimbursed if you purchase a capital asset using your own funds.

For more information email: annie.walker@deakin.edu.au