If you need to reclaim expenses from group funds, you’ll need to submit an expense claim (attached below) electronically with copies of the VAT receipts attached. This must be done within two months of the expense being incurred and should only be used for purchases up to £100.  If you’re looking to spend more than £100, please refer to this article for guidance. All expense claims should follow this process:

  1. Treasurer must approve the expenditure before anyone makes a purchase. No purchases should be approved if you do not have enough funds in your group account, as the individual would not be able to be reimbursed and we wouldn’t want anyone to be out of pocket!

  2. The individual who made the purchase should fill out the expense claim form and send it to the Treasurer with receipts attached

  3. Treasurer should check everything matches up and then submit the claim and receipts into Freshdesk

  4. The expense claim should be paid back into the individual’s bank account within three weeks of us receiving it as long as the funds are available and documentation correct.

Please note, the use of personal vehicles is covered by mileage so expense claims for petrol will not be accepted. The only exception is where your group has hired a Kendall vehicle– please talk to us if this is the case. If you are claiming for mileage, then you need to include the postcode of your destination on the form.