All staff expense reimbursements are handled through the University expense management system, iCMS.

Manual expense claims and credit card charges are to processed via the iCMS system before any reimbursements can be made. All credit card transactions will automatically feed into the system.

The process within iCMS can be outlined as:

Credit Card transactions are automatically fed into iCMS overnight and an email notification is sent to the cardholder (staff member).

The staff member logs on to iCMS. The credit card transactions are coded and submitted through to their manager for approval. If there are any manual expenses to claim then these are entered by staff, coded and then submitted for approval as well.

An iCMS Business Expense Form must be printed off (which includes a reference number) that staff can attach their original receipts to - this will need to be forwarded to finance once the claim has been authorised.

Finance will process claims each Wednesday. To ensure reimbursement on this day, all claims will need to be authorised and receipts received by Finance on the Friday beforehand.

Where applicable, the following items must be sent to finance before claims are processed:

- Lost receipts form

- For certain types of travel, a travel diary form.

- Any expenses relating to meals and entertainment, an FBT form.