Appendix C defg Claimant (Please Use Block Capitals) NEW EXPENSE CLAIM FORM Member or Activist (please circle) (New bank details and first time claimants only) RCN Membership No: Bank Name: Name: Sort Code: Address: Account No: Bank Address: E-Mail Address (for remittances) EXPENSES (Attach receipts) DATE ACCOMM & PUBLIC OTHER (SEE TOTAL CAR (NOT ACTIVITY MILEAGE) DETAILS OF BUSINESS ACTIVITY PROJECT CODE MEALS £ TRANSPORT £ £ CODES) £ £ 3000- 3100- 3200- 0 3000- 3100- 3200- 0 3000- 3100- 3200- 0 3000- 3100- 3200- 0 3000- 3100- 3200- 0 3000- 3100- 3200- 0 3000- 3100- 3200- 0 3000- 3100- 3200- 0 3000- 3100- 3200- 0 3000- 3100- 3200- 0 3000- 3100- 3200- 0 3000- 3100- 3200- 3000- 3100- 3200- 0 3000- 3100- 3200- 0 0 RESOURCE CODE 0 0 0 0 Total 0 BUSINESS MILEAGE TOTAL CAR TRAVEL COSTS (per Journey Log) £ 0 TOTAL CLAIMED £ 0 DECLARATION: These expenses were wholly, exclusively and necessarily incurred by me in the course of my activity on behalf of the RCN CLAIMANT'S NAME (PRINT AND SIGN) DATE: APPROVED BY (PRINT AND SIGN): DATE: All details in Claimant section must be completed If you are claiming mileage a journey log must be completed and the totals shown on this expense claim Appendix C1 defg Membership No JOURNEY LOG Name Since 1st April MILEAGE AT STARTOF THE MONTH/PERIOD Business Journey MILEAGE AT END OF THE MONTH/PERIOD TOTAL MILEAGE FOR THE MONTH/PERIOD BUSINESS MILES DATE REASON FOR JOURNEY PROJECT CODE FROM TO PERIOD TOTAL MILES 0 RESOURCE CODE: £ PRIVATE CAR COST : ……….. total business miles x ___pence/mile Project code A/C CODE: 3200-02 PRIVATE CAR COST : ……….. total business miles x ___pence/mile Project code A/C CODE: 3200-02 PRIVATE CAR COST : ……….. total business miles x ___pence/mile Project code A/C CODE: 3200-02 PASSENGERS: ……….. total business miles x ___pence/mile Project code A/C CODE: 3200-04 PASSENGERS: ……….. total business miles x ___pence/mile Project code A/C CODE: 3200-04 : The journey log forms an integral part of the expense claim form and where incurred, the total cost must be included in the expense claim form. Failure to include in the expense claim form will result in this cost not being paid. 0 Activity Name 3000-02 Breakfast 3000-03 Combined Meals 3000-04 Lunch 3000-05 Evening 3000-06 Hotel London 3000-07 Hotel Out London 3100-02 Train 3100-03 Oyster 3100-04 Bus 3100-05 Plane 3100-06 Taxi Fares 3100-09 Access To Work - Cars 3100-10 Bicycle 3200-02 Car Mileage 3200-04 Passenger 3200-05 M/Cycle Mileage 3200-06 Bicycle Mileage 3201-01 Car Parking 3201-02 Car Hire 3201-06 Car Petrol Expenses 3201-07 Car Expenses Other 3300-01 International Travel 5050-01 Hospitality 5300-04 Computer Sundries 5510-01 Stationery 5520-01 General Postage 5530-01 Photocopying 5550-02 Telephone Call Charges 5990-01 Sundry Expenses Appendix C2 NOTES ON COMPLETING FORM This form should be used for both member and activist expenses only. A separate claim form should be used for each category i.e member or activist Incomplete expense claim forms will be returned to claimant which will delay payment 1 RCN Membership No must be provided Name and mailing address must be provided Bank details must be provided for all new claimants and those who have changed banks since last claim BACS payments are the norm and an e-mail address is required to send claimants notification of payment 2 A detailed business reason should be included for each expenditure line inc journey logs Receipts should accompany all claims and any missing receipts must be explained Please state names of all people being entertained and business reason All expenditure must be coded to a valid project code and activity code Activity codes are mostly 6 digit numbers Coding queries should be raised with your Business Accountant 3 All completed forms must be submitted in a timely manner Payment of expenses submitted late may not be paid or paid in full The declaration must be signed and dated by the claimant 4 Claims will be monitored to ensure compliance with RCN Expense Policy 5 Claims should be only for the costs incurred wholly, exclusively and necessarily on RCN business 6 For those claiming travel expenses for private car mileage including accompanied passengers on RCN business must fill both the Expense Claim form as well as the Journey Log The total should be transferred to the main Expense Claim form under the relevant heading of "Total Car Travel Costs" 7 All claims submitted and authorised will be scanned 8 Activists incurring expenses wholly, exclusively and necessarily in the course of employment by or activity on behalf of the RCN must not claim for these from any other third parties.
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