General Staff Guidelines and Regulations Travel Etc Enterprise Ireland

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Introduction………….……………………………………………………………………….... 3Submission of Travel and Subsistence Expenses……………………………………………… 3Value for Money …………………………………………………………………………….… 4Entertainment Expenses………………………………………………………………………... 45. Other Expenses…………………………………………………………………………………. 46. Unvouched Expenses…………………………………………………………………………….5

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1. Kilometre/Distance Travelled Allowance…………………………………………………… 62. Business Travel……………………………………………………………………………… 63. Subsistence Allowances……………………………………………………………………….. 74. Other Expenses………………………………………………………………………………… 7(i) Vouched Accommodation…………………………………………………………………. 7(ii) Restaurant/Hotel Bills……………………………………………………………………... 7(iii)Vouched Meal Costs …………………………………………………..…………………… 7(iv)Rail Travel……………….…………………………………………………….………… 8(v)Relocation Expenses………………………………………………………………………... 8

Section 3: Subsistence Allowances for Overseas Travel

1.Overview………………………. ……………………………………………………….………92.Subsistence Allowances…………………………………………………………………………93.Subsistence & Hotel Bills for Overseas Travel………………………………………………….94.Kilometre/Distance Travelled Allowance……..………………………………………………..95.Other Expenses………………………………………………………………………………….10(i) Vouched Accommodation…………………………………………………………………...…10(ii) Restaurant/ Hotel Bills…………………………………………………………………………10(iii) Vouched Meal Costs………………………………………………………………………….. 10(iv) Rail Travel……………………………………………………………………………………...106.Car Parking at Airports ………………………………………………………………………...107.Representation Allowance for travel outside Ireland and the UK………………………………10

Section 4:Advances/ Statements

1. Advances…………………..……………………………………………………………………122. Statements………………………………………………………………………………………12

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Introduction

Kilometre and subsistence rates in accordance with current regulations may be obtained when astaff member is travelling on business. Vouched accommodation, entertainment and other outof pocket expenses may be claimed.The following sets out general staff regulations for travel and subsistence expenses for staff inEnterprise Ireland.

The responsibility of the Staff Member in claiming expenses is to:-

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submit expenses on a monthly basis or, as soon as possible after the event

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submit only valid expenses that have been incurred exclusively in the pursuance of the business of Enterprise Ireland

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Provide all relevant receipts/documentation with the claim

The responsibility of the Budget Manager in approving expenses is to:-

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verify that the expense is a valid expense, that it actually occurred and that it isapproved for payment as quickly as possible.

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Re-assign approval authority in the event of being absent on business or annual leave

The responsibilities of the Travel and Expenses Section in processing expenses is to ensure

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That all expense items claimed fall within the guidelines laid down

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That all relevant expense receipts are present to support expenditure where required toe.g. hotel bill etc

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The correct expense amounts have been claimed

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The expenses are paid to the staff member as quickly as possible

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The expenditure is accounted for correctly in Enterprise Ireland's accounting records.

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Submission of Travel and Subsistence Expenses

All expenses/advances incurred by staff should be claimed via the Oracle Travel & ExpensesSelf Service System (T&E SS) where they will be authorised by your line manager andforwarded to T&E for processing. Paper-based claim forms will be accepted in limitedcircumstances.Directors/Divisional Managers are responsible for authorising travel and subsistence expensesincurred by staff in their Directorate/Divisions/Departments, but may delegate this authority toLevel F/PSO Managers/Overseas Office Managers. The booking of air travel and the cost of airline tickets must be authorised in accordance with the Agency’s Air Travel policy.

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