Get documents about "Congress expense claim form
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- 7/4/2012
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Document Sample
Appendix C
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Claimant (Please Use Block Capitals)
CONGRESS EXPENSE CLAIM FORM Member or Activist (please circle)
(New bank details and first time claimants only)
RCN Membership No: Bank Name:
Name: Branch / Forum 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:
BRANCH / FORUM APPROVAL (PRINT AND SIGN) DATE:
APPROVED BY COUNTRY / REGION / DEPARTMENT (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
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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 eg. 1234-56
Coding queries should be raised with your Business Accountants
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.
