Congress expense claim form

Document Sample
Congress expense claim form Powered By Docstoc
					                                                                                                                                                                                                                                   Appendix C



   defg
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


   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 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.

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:23
posted:7/4/2012
language:
pages:4