Page 59 - DIFC Employee Handbook Rev.3

3.23 COLLECTIONS
If you wish to take up a collection, sell raffle tickets etc. within the Company, for whatever purpose,
you must first obtain the approval of a MANAGER.
3.24 NOTICES/POSTERS
Notices or posters may not be displayed on or within Company premises without the prior permission
of a MANAGER. Similarly, documents or notices, which are not directly relevant to work, may not be
circulated without prior permission.
3.25 EXPENSES POLICY

If you incur any expenditure on behalf of the Company, you will be reimbursed, provided that the
expenditure has been wholly, exclusively and reasonably incurred on Company business and has been
approved by a MANAGER. Any claims for reimbursements of business expenses should be made as
soon as possible, such claims must be accompanied by VAT receipts. Original receipts should be
attached to the claim (i.e. credit card receipts are not acceptable). VAT receipts are expected for all
expenditure.

This policy is restricted to College staff in our Dublin and Cork (and Galway when relevant) centres and
to work done in Ireland only. Any international work that you agree to partake in will be treated
separately on a case-by-case basis as authorised by DIFC management.

Policy purpose and scope
DIFC (“the Company”) acknowledges that its employees may incur expenses in the carrying out of their
role as part of the normal running of the Company’s business. This policy sets out the Company’s
stance on the scope, authorisation and reimbursement of those expenses to make sure that work gets
done but that the right amount of financial controls are in place. This approach will benefit employees,
the Company, our students, our stakeholders and the regulatory and auditing bodies who reserve the
right to check that we are running our business in a responsible and professional manner.
Misuse of the Company’s expenses policy and/or misuse of company funds in any way is considered
to be an offence that falls under the Company’s disciplinary procedure as outlined in the employee
handbook and one that may result in disciplinary action up to and including dismissal.

Types of expenses

Noted below are the most common types of expenditure for which the Company will reimburse the
employee. The cost of other expenditure may also be reimbursed but employees must always seek
authorisation from their line manager before incurring business expenses.

Line manager responsibilities

Line managers must pre-authorise Company expenses and, if urgency prevents this, it should be the
exception not the norm. When authorising planned expenses line managers should ensure that the
planned spends are the most cost-effective way to achieve the desired outcome. Line managers have
the authority to spend monies within their annual allocated budgets up to a transaction limit of €500
as they pertain to the effective running of their departments. Above this limit and for one-off capital
and/or exceptional spends, authorisation must be sought in advance by the finance committee.

When staff are claiming expenses, claim forms should not be signed off without thorough inspection
by line managers to check that all costs that have been incurred have been reasonable and that they
are supported by valid evidence.

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