Expenditure that is incurred by employees for genuine University business will be reimbursed where appropriate authorisation has been provided. The original compliant invoice / receipt must be provided to prove the value of the expense, ensure that the employee genuinely incurred the expense on behalf of the University, ensure the invoice is tax compliant, and that no future reimbursement can be claimed.
The University does, in limited circumstances, make reimbursements to individuals other than employees. Examples include visiting academics, students and other non-staff who have been advised by the University that Monash will meet certain costs associated with their duties / assignment with the University.
Claims will not be recognised if reimbursement is claimed more than six months after the date any expenditure has been incurred unless evidence of exceptional circumstances is provided to the Director, Purchasing to Payment Services. Reimbursements will not be made through Accounts Payable for purchases of goods and/or services from staff members or family members associated with staff members. Fines incurred by staff, students and visitors to the University are the responsibility of the person incurring the fine; the University accepts no responsibility for the payment of such fines.
Reimbursements of expenses of a value less than the petty cash threshold amount are to be made through the petty cash process. All other reimbursements are to be completed through the claim form process.
The preferred method of payment is Electronic Funds Transfer. Cheques can be issued where exceptional circumstances exist. Cheques will be opened to Cash on an emergency basis only. Reimbursements to staff will only be made to the staff member’s nominated main salary bank account. | 
