Travel & Expenses
– A HELPFUL POLICY
In a nutshell
This document sets out Junior Adventure Group’s policy (including Energy Kidz and Fit For Sport) for reimbursing team members for business-related expenses and travel.
This means
✓ Be Considerate – only claim for expenses that are business related
✓ Be Passionate – lead by example and where possible minimise the need for business related expenses
✓ Be Courageous – ask permission before making any work related purchases
✓ Make a Difference – where possible conduct meetings online to minimise the need to travel.
The inside info
Where can I find everything?
What is this policy about? Page 1
What happens if I don’t follow this policy? Page 2
How do I submit my expenses? Page 2
What supporting documentation do I need to give? Page 2
What can I claim for? Page 3
What can I not claim for? Page 6
How will my claim be processed? Page 7
Frequently asked questions Page 7
What is this Policy about?
We understand that from time to time you may be required to purchase items or travel on behalf of Junior Adventures Group; and we absolutely want to ensure you get reimbursed for the costs. This policy will help you to understand what you can and cannot claim for, as well as how to claim your money back.
In essence, this means….
« We will reimburse you for reasonable and relevant expenses when you travel on behalf of the company. However, we ask that you try, where possible, to conduct meetings online.
« All travel and business-related expenses need to be pre-approved by your line manager before they are booked.
« Where possible, the most cost-effective way of travel must be used.
« We will need to see receipts for each item that you are claiming.
« Travel should be booked at least 7 days in advance so we can secure the lowest fare possible.
« Where possible, we want to avoid flexible fares, however if this is needed, we can seek approval from the Finance Director.
« All travel and expenses must be approved by your line manager. Unfortunately, we cannot accept self-approved expenses.
What happens if I don’t follow the Policy?
We hope that this policy will provide you with the guidance you need when submitting a claim. Our finance team will also check each expense claim submitted and may come back to you with any questions they have.
In an instance where we have reason to believe an error has been made, we will first seek an understanding from you on what has happened. In such cases, we may need to withhold payment until clarification has been given, or we may ask that payments already made to you are deducted from your next salary payment.
If we have reason to believe that a claim has been submitted in breach of this policy, our People & Culture team will be advised, and we may need to follow our disciplinary procedure.
Some (not all) of the things we will look for are false expense claims, claims for expenses that were not legitimately incurred, claims for gifts or hospitality to encourage a client or business contact to work with us and/or claims that allow for you to personally gain from them.
How do I submit my expenses?