Making an Expense Claim

All expense claims for approved BSG events must now be submitted online.*

To setup an account please email admin@bsg.org.uk with ‘Expense Account Request’ as the Header.

In the email you need to provide the following information:

  • Your affiliation with BSG and your main contact at the BSG
  • What event/s you are likely to be claiming for
  • Your Name
  • Address
  • Phone Number
  • Bank Account Name, Sort Code and Account Number

You will then receive and automated email with instructions on how to create your account. You will only need to do this once.

Once your account is active you will be able to use an App to take photos of your receipts or use the website.
 

*Members must obtain original VAT receipts for all expenses they plan to have reimbursed.
 

More detailed instructions:

Create and submit a new expense

Using the Web

  1. In the Business menu, select Expense claims.

  2. Click New expense.

  3. Click Upload to upload an image of your expense receipt, or drag and drop an image into the field from another folder.

  4. Enter details of the purchase under Description

  5. Enter details in the ‘Spent at’ and ‘Spent on’ fields

  6. In the ‘Account Field’ – if you have been given a code to use by your event organiser please enter here. Otherwise choose the field most appropriate

  7.  In the ‘Optional’ using Label type or choose the event you are claiming for

Tap Save Draft to add the expense claim as a draft, or tap Submit to send it for approval and payment

 

Using an App 

First download the App!

Download the Expenses mobile app for Android (Google Play website) or iOS (iPhone, iPad; App Store).

  1. Login

  2. From the Dashboard, tap  to create a new expense claim

  3. To attach a receipt, tap Capture

  4. Tap Save for later and the App will extract key information from the receipt. Automatic receipt processing can take a bit of time. If you need to enter a receipt urgently, you can always add the expense details manually. Tap Add details now to enter the details. You can also tap Cancel to skip this step.

  5. Complete the What was it for, Price and Currency, Spent at and Account fields.

  6. In the ‘Optional’ using Label type or choose the event you are claiming for

Tap Save Draft to add the expense claim as a draft, or tap Submit to send it for approval and payment

Claiming mileage

  1. Under ‘What was it for’ – enter the total mileage in miles and the rate

  2. Enter the start address in the ‘Spend’ Field

  3. You will need to manually calculate the amount you are claiming for mileage

  4. Under tax rate – choose ‘No VAT’

  5. Tap Save Draft to add the expense claim as a draft, or tap Submit to send it for approval and payment

Obtaining receipts to evidence expenditure

Using the Web

Receipt submissions
Claimants are expected to obtain original VAT receipts for all expenses which they plan to have reimbursed.
The only exception to this rule is for claims relating to mileage, London bus and tube fares paid via a pay as you go Oyster card/contactless payment.  You must include details of your journey if claiming mileage. Unless the claim is below £6 in value and evidence of the journey is not readily available, a Journey History print out from the TfL website (only available for 8 weeks from date of journey) if using an Oyster card, or your credit card/bank statements if using contactless bank card payment, will be required.
A receipt may take many forms (e.g. a cash register receipt, taxi receipt or web receipt). A receipt must be clearly legible and identify:
•         -Date of purchase
•         -Itemised list and unit price of the purchased items, and the total amount paid
•         -Vendor name
•         -VAT number and VAT amount paid where applicable

Rejected receipts
The following will not be accepted in lieu of a receipt
•         -Credit card receipts
•         -Bank statements
 
These stipulations may be waived only by the CEO and not by any other approver.
 

Expenses Policy: What can I claim reimbursement for?

Guidance for claims of accommodation, meals and travel expenses

Since the BSG is a charity and depends to a large extent on the subscription of its members, we ask that members only claim for reasonable expenses and make effort to keep costs to a minimum. The following notes are intended as a guide to members in claiming for accommodation, meals and travel expenses. To ensure transparency in our accounts, expenses will only be paid on submissions of receipts.

Claiming for accommodation:
Accommodation should only be required if travel on the day of a meeting is not possible. The cost of accommodation should not exceed £120 in London or £90 outside. Staying in College accommodation or taking advantage of discounts in Hotels including advanced booking is encouraged.

Claiming for Meals:
Meals should not be lavish and the cost per individual should not exceed £40(£60 for special events with prior authorisation). Alcoholic drinks are permitted, but the quantities should not be excessive and their cost should be included in the limit stated.


Claiming for Travel:
Travel by car will be reimbursed at 40p per mile. Travel by air may be necessary for certain locations and the individual has a duty to select the most economic route and ticket to minimise cost, such as use of budget airlines and advanced booking. When travelling by rail, effort should be made to take advantage of discounted rail fares. There are various discounts available such as early booking, two singles rather than return, advance purchase and senior citizen card. Open tickets are flexible but the most expensive and members are requested to avoid these if possible. Some of the discounted rail or air fares are limited and there is merit in booking train tickets in advance if dates of meetings are known. Certain websites offer more discounts than others; National Express offers a further 10% discount if tickets are bought from their website rather than the National Rail website.

Committee Chairmen are requested, if possible, to avoid scheduling meetings early in the day when discounted tickets are limited or unavailable.