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This
page is under construction and only viewable to Admins.Note: we need to make sure this one has links so that people searching for how to claim non-travel expenses can also find it.
This section contains information on how to claim expenses for
- Employees and
- Non-Employees
Claiming Expenses - Employees
As an employee, you will submit your expenses via zExpense, which is available here: https://zexpense.com
You may need need a detailed set of instructions on how to use zExpense (to the right). Questions should be sent to yda@invoices@snomed.org
zExpense should be used whenever possible. However, should the need arise, there is also an IHTSDO a SNOMED International Travel Expense Form. Generally Generally this is used for non-employees.
UK Employee - Expenses
From 6th April 2017 (new UK tax year) we will be changing the way we reimburse those eligible for mobile phone expenses and likewise internet/broadband costs. They are to be reimbursed, as per other expenses, post submission of relevant expense via zExpense. An adjustment is then made via payroll by adding in the amount reimbursed, grossed up, then deducting the reimbursed amount. The Organization will bear the cost of the associated tax and NI, the net result being that no tax or National Insurance will actually be deducted from your pay.
Please continue to use zExpense to submit any claim, but from 6th April, please use the following codes
UK Employees Broadband Charges
The Finance Team will then run a report from zExpense for these two accounts and add them to the payroll. The report will be run once a month - at the end of the month. As long as you forward the expenses on zExpense by the end of each month then they will appear on the report and be added to the following month's payroll.
Detailed set of instructions on how to use zExpense:
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Claiming Expenses - Non-Employees
Non-employees who receive reimbursements for travel expenses include MB members, consultantsDirectors, GA Executives, independent contractors, some Advisory Group members, and award winners.
Please fill out the IHTSDO SNOMED International Travel Expense Form (to the right), scan in your receipts, and email the form and receipts to expense@ihtsdo invoices@snomed.org. You do not need to mail the hard copies of your forms or receipts anywhere. Please maintain the receipts at least until you have received your reimbursement.
Please note that the per diem system is quite complex, so the Finance team will Team will be happy to help with that once it receives your documentation.
If you have any questions, please write to expenses@ihtsdoinvoices@snomed.org. Please also see the Freshdesk solutions for Community of Practice travel.
Frequently Asked Questions
The Frequently Asked Questions document provides guidance on how to claim expenses and when and how to use categories and dimension codes.
Owner
Corporate Services Manager
IHTSDO Travel Expense Form (for non-employees)