Last updated: April 2026
Review date: April 2027
This policy sets out the organisation's rules on how employees can claim for expenses incurred.
The purpose of this policy is to ensure that employees are properly reimbursed for legitimate business expenses and to ensure that these expenses are treated appropriately for tax purposes.
The organisation will reimburse you for actual expenditure that is incurred wholly, necessarily and exclusively in connection with authorised duties that you undertake in the course of your employment.
To claim for expenses, you must use the organisation's expenses claim forms. You should set out the reasons why the expense was incurred on the claim form.
Expenses will not be paid unless supporting evidence is provided, together with a completed expenses claim form. This should include original receipts or invoices with the date and time of the transaction (unless you are claiming for mileage). When claiming for travel expenses on public transport, you should enclose or attach the tickets showing the departure point and destination of your journey, where possible. Credit and debit card statements will not be accepted.
Once completed and signed, you should submit your expenses claim form to your nursery manager. Once your manager has approved and signed the claim form, this should be sent to the accounts department. Expenses claims must be submitted within 30 days of the expense being incurred. If this is not practical, written approval for any extension will be required from the nursery manager. The organisation reserves the right to withhold any payment where written approval has not been sought. The organisation may return an expenses claim form to you without payment if it is completed incorrectly or lacks supporting evidence.
The organisation will pay claims for authorised expenses by BACS transfer into the same bank account into which your salary is paid.
In general, you should not incur expenses other than in the categories listed below. However, if you have claims for expenditure other than for those categories listed below, you should seek written approval from your nursery manager before incurring the expense.
Any queries in relation to this policy should be directed to the finance manager.
Employees and line managers should consider whether or not travel is necessary to meet business objectives or if there are more appropriate means (for example, teleconferencing or videoconferencing).
You may claim for standard class rail fares only. Where possible, rail journeys should be booked well in advance to benefit from any discounts for early booking.
You may claim for a taxi or Uber fare only in limited circumstances. These are: