Reimbursement of Local Travelling Expenses
- Current Regulations (effective from 4 September 2024)
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Reimbursement via E-form
Go to MyCUHK > MyPage > Click the link to “CUSAP” > Go to “Expense Reimbursement to Staff or Student (PV-C,PV-F,PV-H)” on the CUSAP Launchpad > click the app “PV-H: Reimbursement of Local Travelling Expenses”
Staff Reimbursement Claims
General points to note:
- Before processing reimbursement related to goods purchased or services rendered, department/unit should certify that such goods and services have been received in good order in agreed price, quantity and terms of services.
- To ensure efficient and effective project management and accounting administration, reimbursement should normally be submitted to Finance Office for processing within three months after all goods and services have been received in good order. If there is any unreasonable delay in submission, a written explanation from the Budget Holder and endorsement from the higher approval authority is required.
- For reimbursement with purchase order, please input the purchase order number (PO No.) in corresponding field(s) for clearance of respective commitment in the system; otherwise, that purchase order cannot be settled and classified as outstanding purchase order.
- For audit purpose, appropriate documents are required for processing reimbursement as follows:
Proof of Goods/Services Purchased:
Original Invoice or Sales Memo or Sales Confirmation
Proof of Payment:
Original Receipt or Copy of Credit Card Slip/ Bank Statement (only for the particular transaction shown)
- All supporting documents must be in the original form (e.g. original supplier invoice, debit note, delivery note, receipt etc.) or trued printed copies of the originals. The approving authority should declare on the payment voucher the submitted reimbursement request is the only request.
- No reimbursements can be claimed for goods/services purchased with bonus points, frequent flyer points or cash coupons as the University will only reimburse for out of pocket expenses.
- Payment or reimbursement to staff will be made through Direct Payment system and credited to staff’s payroll bank account.
- Additional guidelines have been stipulated for the below types of reimbursement. Please contact the responsible person in Finance Office if you have any enquiry.
- Social Gathering Activities
- Offering Gifts/Souvenirs
- Departmental Retreat
- Portable Expensed Electronic Equipment (PEEE)
Reimbursement via E-form
Go to MyCUHK > MyPage > Click the link to “CUSAP” > Go to “Expense Reimbursement to Staff or Student (PV)” on the CUSAP Launchpad > click the app “PV-C: Create Payment to Staff or Student”
Reimbursement of Entertainment Expenditure
General points to note:
- Before processing reimbursement related to entertainment services rendered, department/unit should certify that such services have been received in good order in agreed price, quantity and terms of services.
- To ensure efficient and effective project management and accounting administration, reimbursement should normally be submitted to Finance Office for processing within three months after all goods and services have been received in good order. If there is any unreasonable delay in submission, a written explanation from the Budget Holder and endorsement from the higher approval authority is required.
- For reimbursement with purchase order, please input the purchase order number (PO No.) in corresponding field(s) for clearance of respective commitment in the system; otherwise, that purchase order cannot be settled and classified as outstanding purchase order.
- For audit purpose, appropriate documents are required for processing reimbursement as follows:
Proof of Goods/Services Purchased:
Original Invoice or Sales Memo or Sales Confirmation
Proof of Payment:
Original Receipt or Copy of Credit Card Slip/ Bank Statement (only for the particular transaction shown)
- All supporting documents must be in original form (e.g. original supplier invoice, debit note, delivery note, receipt etc.) or trued printed copies of the originals. The approving authority should declare on the payment voucher the submitted reimbursement request is the only request.
- No reimbursements can be claimed for goods/services purchased with bonus points, frequent flyer points or cash coupons as the University will only reimburse for out of pocket expenses.
- Payment or reimbursement to staff will be made through Direct Payment system and credited to staff’s payroll bank account.
- In the interests of achieving reasonable constraint over the expenditure of University/College funds on entertainment, department/unit would take particularly careful account of the desirability of limiting the number of staff or students to be invited to those most directly concerned.
- To show the University’s commitment to protect and conserve biological diversity, some unsustainable species are not allowed to be served/consumed in the entertainment meal as listed in the claim form and should be excluded from reimbursement.
- The caps of expenditure for entertaining guests (external parties) on official lunches, dinners and banquets are $450, $600 and $1,000 per person respectively. The official banquet must have at least 3 tables with 10 to 12 persons per table. These entertainment caps cover food, beverage and service charges. If there is a proven need to exceed the specified entertainment cap, please provide justification, seek endorsement from higher authority and obtain final approval from the Bursar and Director of Finance.
- For payment/reimbursement of entertainment expense to the Dean in excess of $2,500, countersigning from the Provost will be required.
- For payment/reimbursement of entertainment expense to the Department Chairman in excess of $1,000, countersigning from the Dean will be required.
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To enhance accountability, ICAC recommended that payment requestor should declare in the form that the information and documents provided are true and accurate. Please note that provision of any false information or documents may constitute a criminal offence.
Reimbursement via E-form
Go to MyCUHK > MyPage > Click the link to “CUSAP” > Go to “Expense Reimbursement to Staff or Student (PV)” on the CUSAP Launchpad > click the app “PV-F: Create Reimbursement for Entertainment Expenditure to Staff/Student”
Application for Financial Support for Non-local Travelling Expenses
General points to note:
- Staff members may claim non-local travelling expenses according to the relevant regulations of different funding sources, subject to budget availability and constraints. The types of activities include recruitment, attending conferences, academic exchange and research & staff training & development.
- To ensure efficient and effective project management and accounting administration, reimbursement should normally be submitted to Finance Office for processing within three months upon completion of trip. If there is any unreasonable delay in submission, a written explanation from the Budget Holder and endorsement from the higher approval authority is required.
- For audit purpose, appropriate documents are required for processing payment or reimbursement as follows:
Proof of Goods/ Services Purchased:
Original Invoice or Sales memo or Sales Confirmation
Proof of Payment:
Original Receipt or Copy of Credit Card Slip/ Bank Statement (only for the particular transaction shown)
- All supporting documents must be in original form (e.g. original supplier invoice, debit note, receipt etc.) or trued printed copies of the originals. The approving authority should declare on the payment voucher the submitted payment/reimbursement request is the only request.
- No reimbursements can be claimed for goods/services purchased with bonus points, frequent flyer points or cash coupons as the University will only reimburse for out of pocket expenses.
- Payment or reimbursement to staff will be made through Direct Payment system and credited to staff’s payroll bank account.
- For each type of trip, there are some restrictions for the supportable items in respective of difference funding sources. For details, please refer to the below summary which will be updated from time to time: https://www.fno.cuhk.edu.hk/wp-content/uploads/stf/financial_guides/non_local_travelling/non_local_travelling_guidelines.pdf
- To enhance accountability, ICAC recommended that applicant/payee should declare in the form that the information and documents provided are true and accurate. Please note that provision of any false information or documents may constitute a criminal offence.
Reimbursement via E-form
Go to MyCUHK > MyPage > Click the link to “CUSAP” > Go to “Non-local Travelling Expense Payment/Reimbursement (PV)” on the CUSAP Launchpad > click the app “PV-G: Create Non-local Travelling Expense Payment/Reimbursement”;
OR
Go to MyCUHK > MyPage > Click the link to “CUSAP” > Go to “Expense Reimbursement to Staff or Student (PV)” on the CUSAP Launchpad > click the app “PV-C: Create Payment to Staff or Student” and complete the“E-form submission of application for Financial Support for Non-local Travelling Expense”.
