Expense Entry Tips

Data Entry

Date - Needs to match the receipt attached, when you paid for it - not the date of travel.

Location - For accurate reporting this needs to be the actual destination the costs relates to. 

Detail - Needs to clearly identify the expense and make apparent your compliance with policy.

Uploaded Receipts - Give them sensible names such as hotel/flight/restaurant, so that you can find, upload and match them easily.

3 Month Rule

Claims need to be submitted within 3 months of the cost being incurred i.e. the date on the receipt

Supporting Documents

Travel support Document & Preapproval travel form - Needs to be submitted before you travel and approved by the budget holder of the cost center you are claiming against. Needs to be attached to your claim in Agresso under the expense type "Attach Travel Support Doc / Pre-Approval Form Overnight".

Travel support document examples - Agenda/Conference Brochure/ Meeting confirmation email/ Itinerary etc...

Receipts - need to be legible, itemized and credit card slips are not accepted.

Links to websites are not accepted as it's an ISS security measure.

Hospitality

External visitor must be in attendance, and must be clearly distinguished from University staff eg. attach a word document with the name and which organization they are associated with.

Revenue guideline for cost per head for hospitality are as follows; Lunch 39 Euro 51 Euro.

Alcohol must be less than 1/3 of the total bill.

The tip must not exceed 10% of the bill.

Clearly state the business benefit of extending hospitality in the detail of your claim.

24hr Subsistence and Clubtravel Booking

You cannot claim 24hr subsistence while also having an accommodation booking with Clubtravel, this is in effect charging the University for the same cost twice. 

Clubtravel provided breakfast - Entitled to claim one 10hr per day

Clubtravel did not provide breakfast - Entitled to claim three 5hr per day