12 November, 2015

Copy of Email to All Staff

A number of policies and procedures have recently been updated and a schedule is provided below.

Travel & Expenses 

Of particular interest to staff may be the changes to the  Travel & Expenses Policy and the associated  Travel Procedures and Regulations.  For convenience, the main changes are summarised below:

• Compliance with Policy & Procedure is checked by the Expenses Office prior to any payments being processed.
• Clarifying that all staff that travel on Institute business during official leave periods DO require a completed Leave of Absence. This is particularly relevant to academic staff.
• Removing of reference to the Class B Subsistence for domestic and foreign travel.
• Insertion of the new distance requirement to qualify for overnight allowances (100km).
• Clarifying that hotels booked and paid for by the ETR are deducted from normal subsistence allowance.  Care should be taken that the cost does not exceed the allowance.
• Updating the hospitality section to clarify, limits; information required on those benefiting from hospitality; bills including alcohol; hospitality for exhibitions, conferences and events; staff social events and the requirement for IEB level approval for hospitality likely to exceed €500.

Common Issues 

In addition the Expenses Office have asked that the following common issues be brought to your attention, to minimise delays to expense payments.

• For attendance at conferences, seminars, workshops or events the Agenda or itinerary of the event from the relevant website should be attached (max 2 pages)  This is an audit requirement.
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• Request for advance payment of conference fees should be sent to the Expenses Office (not Purchasing Office) with a signed Leave of Absence and payment or refund will be processed.
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• For projects and self-financing activities, the budget holder and the person Head of Department/Centre must sign the claim.
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• ETR Bookings should be submitted before 12 noon on a Friday to allow time to be processed the same day.

Queries on the above should be directed to Vince or Roisin in the Expenses Office at  expenses@cit.ie

 

Schedule of Changes to Policies & Procedures

04/09/15              ERDF Procedures (projects/initiatives part-funded by the ERDF   Structural funds)

04/09/15              ERDF Claim Process

04/09/15              Financial Procedures Manual Update

05/11/15              Credit Card Policy (for institute credit cards)

05/11/15              Fixed Asset Policy (replacing Capital Asset Policy)

05/11/15              Travel & Expenses Policy 

09/11/15              Travel Procedures and Regulations

Financial Policies and Procedures can be accessed via the finance website link on the  staff gateway or at  http://finance.cit.ie

Niall Cremin,

Management Accountant