Expense Reimbursement Policy

1.     PURPOSE AND SCOPE

The purpose of this policy is to ensure compliance with all relevant legal obligations, effective management of the College’s budgets and streamlined process for reimbursement. This policy covers all requirements to ensure that Fellows/members, College staff and other representatives (claimants) seeking reimbursement of expenses incurred whilst on the Royal Australasian College of Medical Administrators (RACMA, the College) business are aware of the necessary processes and rules when submitting an expense reimbursement claim.  

2.     SCOPE

Unless otherwise stated this policy applies to both Australia and New Zealand jurisdictions. This policy is applicable to all Fellows/members, College staff and other representatives on College business that may incur out of pocket expenses.

3.     AIM

The College recognises and values the generous services provided by its members. In order to minimise the costs associated with expense reimbursement wherever possible, the College seeks the assistance of College members to manage all reimbursement costs as effectively and efficiently as possible

4.     KEYWORDS

Expense Reimbursement 

5.     POLICY

i.              This policy is intended to ensure that all claimants are informed of their obligations and compliance with standardised processes when submitting incurred expenditure for reimbursement. 

ii.             This policy is to be read in conjunction with the following policies: 

·         Travel Policy 
·         Delegations Manual Policy 


5.1  DEFINITIONS
 

 
5.2  CLAIMANT OBLIGATIONS

5.2.1.     Submission of incurred expenditure by claimants for reimbursement must be lodged on the RACMA Expense Reimbursement Form within eight (8) weeks of the date of incurring the expenditure.

5.2.2.     All claims lodged with the College on the Expense Reimbursement Form must be supported by original supplier invoice(s) / receipt(s) document(s) to substantiate expenditure incurred. The only exception is where the following criteria are satisfied: 

·         The original supplier invoices / receipts are not available, Fellows can issue an invoice from their practice company to the College. As far as practicable, Fellows must provide substantiation of expenditure incurred supported by copies of supplier invoice(s)/receipt(s) or some other evidence confirming incurred expenditure. 

·         Claims for travel and meal allowance as per the Travel Policy guidelines. 

5.2.3.     The College will only remit payment to claimants for expenditure incurred while on College business

5.2.4.     Expense reimbursement claims should be lodged with the college to: reception@racma.edu.au 

5.2.5.     The claimant must sign the applicable Expense Reimbursement Form and forward the form to a College staff member for review. Approval must be processed by a College delegated authority in accordance with the Delegations Manual

5.3.    Goods and Services Tax 


5.3.1.     Australia Only

It is the responsibility of all claimants to lodge their claims in accordance with the 

Goods and Services Tax (GST) administered by the Australian Taxation Office (ATO). 

Specifically if GST is applicable claimants must provide the College with a compliant supplier tax invoice to enable the College to claim a refund from the ATO for GST paid. 


5.3.2.     New Zealand only: 

It is the responsibility of all claimants to lodge their claims in accordance with the 

Goods and Services Tax (GST) administered by Inland Revenue (IR). Specifically if GST is applicable claimants must provide the College with a compliant supplier tax invoice to enable the College to claim a refund from IR for GST paid. 

The only exception is where the following criteria are satisfied: 

• If the amount of the taxable supply is equal to or less than $50 (inclusive of Goods and Services Tax (GST)) then the College will accept some other evidence of expenditure incurred. 
• If the supply is GST-exempt or zero-rated, then the College will accept some other evidence of expenditure incurred. 

5.4.    TRAVEL AUTHORISATION

Refer to The Travel and Accommodation Policy (Doc ID: OPSPR139)


5.5.    CLAIMABLE LIMITS – ACCOMODATION
 
Refer to The Travel and Accommodation Policy (Doc ID: OPSPR139)


5.6.    CLAIMS BASED ON REDEMPTION OF AWARDS BASED POINTS

Any goods and/or services purchased by way of a customer loyalty programme and/or similar award based membership scheme will not be deemed as a claimable transaction for expense reimbursement purposes. It is determined that redemption of award-based points for goods and services are of a private nature and are not to be used when undertaking College related business activities


5.7.    NON-ALLOWABLE EXPENSES

Refer to The Travel and Accommodation Policy (Doc ID: OPSPR139)


5.8.    MULTIPLE CURRENCY CLAIMS AND APPLICABLE EXPENSES REIMBURSMENT FORM

The claimant will convert expenditure incurred in a foreign currency into the currency of reimbursement at the spot rate applicable at the date the expenditure was incurred. In instances where the claimant has not clearly stated a converted amount the Finance Department and/ Office will adjust the amount to be reimbursed on behalf of the claimant. 

Generally Australian/Other residents (except New Zealand residents) claimants are to use the Expense Reimbursement Claim Form in Australian Dollars. 

Generally New Zealand resident’s claimants are to use the Expense Reimbursement Claim Form in New Zealand Dollars. 

Possible exceptions may occur when the claimant has incurred expenditure (single or multi-currency) and has arrangements in place to remit reimbursed funds into a nominated bank account which may differ to their residency status. 

For example: Dr. Smith has occurred $1,000 AUD and $600 NZD and is a resident of 

New Zealand. If the claimant has a bank account set-up in Australia the Expense Reimbursement Form – Australia is to be completed and the $600 NZD will be converted and paid in AUD. 

4. ASSOCIATED DOCUMENTS

Expenses Reimbursement Form 

Travel & Accommodation Policy