Employee Reimbursement Policy
Purpose:
The purpose of this reimbursement policy is to provide guidance to all employees on the process of requesting and receiving reimbursement for expenses incurred during business-related activities.
Scope:
This policy applies to all employees who incur expenses on behalf of the company and seek reimbursement.
Expenses Covered:
The company will reimburse employees for reasonable and necessary expenses incurred while conducting company business, including but not limited to:
Expense Approval:
Employees must receive prior approval for:
Mileage & Client Reimbursement:
Expense Documentation:
Employees are required to provide proper documentation for all expenses as per the process for each reimbursement type. This documentation must include original receipts, a detailed explanation of the expense, and the purpose of the expense.
Staff who travel to home and community visits will be required to track and document their work related mileage through the Drivers Note mobile app.
Expense Reimbursement:
The reimbursement will be processed within the pay cycle (fortnightly), and payment will be made through the Next Challenge’s payroll system.
Expense Limitations:
Next Challenge reserves the right to limit the amount of reimbursement for certain expenses, such as professional development, to a reasonable and necessary amount (please speak to the Director or your supervisor about these limits). Next Challenge also reserves the right to deny reimbursement for expenses that are not in compliance with this policy or that are deemed unnecessary or excessive.
Non-Reimbursable Expenses:
Expenses that will not be reimbursed include, but are not limited to, personal expenses, fines, penalties, or fees resulting from a violation of law or company policy.
Policy Review:
This policy will be reviewed annually to ensure compliance with company standards and to make any necessary updates or revisions.
Date: 28/04/2023
Date of Review: January 2024
The purpose of this reimbursement policy is to provide guidance to all employees on the process of requesting and receiving reimbursement for expenses incurred during business-related activities.
Scope:
This policy applies to all employees who incur expenses on behalf of the company and seek reimbursement.
Expenses Covered:
The company will reimburse employees for reasonable and necessary expenses incurred while conducting company business, including but not limited to:
- Mileage expenses associated with community and home visits.
- Office supplies and equipment necessary for business activities.
- Professional development expenses, such as conference registration fees and training courses pro rata.
- Client/clinical expenses that are directly related to therapeutic activities (e.g. pool entry fees, parking fees at PCH).
Expense Approval:
Employees must receive prior approval for:
- Office supplies and equipment
- Professional development expenses
Mileage & Client Reimbursement:
- Mileage: Staff will be reimbursed for mileage at the ATO reimbursement rate of $0.92/km, and this reimbursement will be paid within as part of the fortnightly wages (separate line item). Mileage will need to be documented by close of business the day they are incurred.
- Client/clinical expenses: Receipts for clinical expenses such as parking tickets and pool entry fees need to be emailed to the Director & Support Team by close of business the day they are incurred so that they are able to be directly added to staff payslip as they are accrued.
Expense Documentation:
Employees are required to provide proper documentation for all expenses as per the process for each reimbursement type. This documentation must include original receipts, a detailed explanation of the expense, and the purpose of the expense.
Staff who travel to home and community visits will be required to track and document their work related mileage through the Drivers Note mobile app.
Expense Reimbursement:
The reimbursement will be processed within the pay cycle (fortnightly), and payment will be made through the Next Challenge’s payroll system.
Expense Limitations:
Next Challenge reserves the right to limit the amount of reimbursement for certain expenses, such as professional development, to a reasonable and necessary amount (please speak to the Director or your supervisor about these limits). Next Challenge also reserves the right to deny reimbursement for expenses that are not in compliance with this policy or that are deemed unnecessary or excessive.
Non-Reimbursable Expenses:
Expenses that will not be reimbursed include, but are not limited to, personal expenses, fines, penalties, or fees resulting from a violation of law or company policy.
Policy Review:
This policy will be reviewed annually to ensure compliance with company standards and to make any necessary updates or revisions.
Date: 28/04/2023
Date of Review: January 2024
