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 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 (see the shared Google Drive folder). Generally this is used for non-employees.

UK Employee - Expenses

From 6^th 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 6^th 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.

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, 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