Policy, procedure and system changes: March 2017

Along with the new Expenses Policy which takes effect Wednesday 1 March, there are some new procedures for claimants and approvers and changes to the MyExpenses system in ICIS.

New procedures and system changes

Claiming hotels and meals (subsistence)

The new Expenses Policy contains tables of hotel and meal rates for the 20 most visited countries on Imperial business  last year and a rate to be used for all other countries.  See the new rates in the  or in the online Expenses Policy.

For meals (subsistence), the MyExpenses system is not able to handle multiple limits based on the destination.  Therefore, in response to staff feedback, the system will no longer check meal (subsistence) claims and flag them if the limits are exceeded.

A new Expense Type, 24 Hour Meal Rate, can be used when there is an overnight stay.  It provides flexibility to not have to have the most expensive meal in the evening. However, the expectation is that no meal will exceed 60% of the 24-hour meal rate.  See New Expense Types for more information.

For meals, Claimants  :

1. Enter City and Country in the Details box.

claim entry with city,country and justification

2. Check the rate table and if the claim exceeds the limit for the destination country, add a justification in the Details box.

The system will no longer warn you that this is required.

rate limit warning image

Approving hotels and meals (subsistence)

The new Expenses Policy contains a tables of hotel and meal rates for the 20 most visited countries on Imperial  business  last year and a rate to be used for all other countries.  See the new rates in the  or in the online Expenses Policy.

Unfortunately the MyExpenses system is not able to handle multiple limits based on the destination.  Therefore, in response to staff feedback, the system will no longer check meal (subsistence) claims and flag them if the limits are exceeded.

A new Expense Type, 24 Hour Meal Rate, can be used when there is an overnight stay.  It provides flexibility to not have to have the most expensive meal in the evening. See New Expense Types for more information.

Approvers :

1. Using the city and country in the Details,  and if the claim exceeds the limit for the destination country, check for a justification in the Details.

2. If the claimant has not entered the city, country and justification (if applicable) then following the standard procedures, the claim should be rejected.

The system will no longer warn you that this is required.

approver email with warning

Booking conference hotels

When attending a conference, it is recognised that there are benefits to staying at, or very near, a designated Conference Hotel (one specifically recommended by a Conference organiser as the venue that most delegates will be staying at),  and that sometimes hotel rates go up as a result of a conference.  With this in mind, a new Expense Type and pre-approval process has been introduced to cater for this situation.

Before booking:

If the rate exceeds the limit:

  • Check the rate for the conference hotel with Egencia.

 If this also exceeds the limit on the rate table:

  • Search for similar hotels in the local vicinity (1 km radius).
  • Email your Head of Department (HoD) in advance to request approval to book.  Provide the information you gathered about the rates for the conference hotel and similar hotels in the local vicinity.

When submitting expenses claim:

  • Select the new Conference Hotel expense type and attach the approval email from your HoD.

New expense types

Expense Type

Use it …

Notes

BANK CHARGES:
Transaction Fee
169610

To claim bank transaction fees such as currency conversion charges and commission on overseas transactions

Bank Transaction Fees:

  • The College will refund currency conversion charges and commission on overseas transactions, but not interest or other penalties due to late settlement of personal accounts.
  • Claimants will need to include a copy of their redacted statement to back up these charges. 
  • A new Expense Type will be created and all transaction fees should be made in one expense line.
SUBSISTENCE:
24hr Meal Rate
166308

When there has been an overnight stay

To make a single claim that covers all meals in a 24 hour period

 

 

24-Hour Meal Rate:

A new 24 Hour Meal rate has been introduced, in order that any meal can be the claimant’s main meal of the day.

  • In the UK, this is a sum of the 3 individual meal rates.
  • No meal should exceed 60% of the daily total.
  • This is not a per diem and all costs must be receipted. 
  • Submit one claim line with multiple receipts covering the total amount claimed.
  • If the total exceeds the limit on the new rate table, enter a justification in the Details box (see New claimant procedure – hotels and meals).

There must be an overnight stay in order for the 24-Hour Meal Rate to be used.

ACCOM:
Conference Hotels
166308

When staying at the hotel recommended by a Conference organiser

 Only when the room rate exceeds the limits in new rate table

Conference Hotels:

When booking Conference Hotels (those specifically recommended by a Conference organiser as the venue that most delegates will be staying at). 

  • Check the rate for that hotel with Egencia.

If the rate exceeds the limit on the rate table:

  • A search must be made for similar hotels in the local vicinity (1 km radius).
  • HoD approval must be secured in advance.
  • Attach approval email and use new Conference Hotels expenditure type when submitting claim.
TRAVEL:
Contactless
166114

If you are using a pay-as-you-go Oyster card or contactless debit/credit card for business journeys where receipts are not easily obtainable

Enter the details of each individual journey, being specific about locations, dates, times and purpose of journey on your claim.

 

A Journey History print from the TFL website or an appropriately redacted credit card/bank statement should be included with your claim as evidence, unless you have a claim that is below £6 in value and evidence of that journey is not readily available. 

 

Be aware, your Journey History from the TFL website is only available for 8 weeks, so you must print this in a sufficient time.