Expenses

Employees must only submit one claim per week​. Claims are paid weekly and need to be submitted and approved by Tuesday in order to be paid on the Friday of the same week

You must make your claim within 4 months from when you incur the expenses​.

1. Check your claim meets criteria

Before you submit your expenses claim make sure:

• what you are claiming for is on the What you can claim for page of this guide
• you have the correct evidence for you claim
• your claim is in line with Travel and Expenses Policy (PDF, 283KB)
• if submitting mileage expenses, you have deducted your home to work mileage. Find guidance on how to calculate mileage

2. Submit your claim through My Oracle

You can submit your own expense claims through My Oracle. If your expense claim is £1000 or more, it will be sent to your budget holder for approval.

My Oracle Guidance Hub has step-by-step guides on claiming for item expenses and mileage expenses.

Non-employee claims for travel and out of pocket expenses 

Non-employees can claim travel and out of pocket expenses when attending council organised meetings or undertaking tasks on behalf of the council.

Non-employees may include volunteer drivers, members of the public, and client focus groups. 

To make a claim, they should complete the CO002 expenses claim form (PDF, 200KB).

Once the form has been completed, it should be sent, along with all receipts, to the main contact in the service area the non-employee is working with. With budget holder approval, an employee can then enter the information into the Electronic Payment Request Tool and payment will be sent directly to the individual’s bank account. 

Help with expenses

Contact People Support on the Assyst portal for help with expenses.

Expense audits

A proportion of expense claims are randomly audited each month along with any claims that appear to violate council policy. If your claim is showing as ‘pending audit’ it will be investigated by a member of the Audit Team and if any action is required on your part they will contact you with instructions. If no action is required the claim will be passed for payment.