SSTG Cadet Expense Claims Policy.
Introduction:
This policy applies to all Officer Trainees undertaking full time college study as part of their cadet training programme, whose training is managed by the SSTG.
As part of the support arrangements, under which you are receiving financial assistance, you will often find yourself undertaking travel, or initially incurring other expenses, which your company, or the SSTG, will reimburse you for.
To enable your company, or the SSTG, to authorise any such expense claims and process payments quickly, it is important that you follow the correct procedure. This will make the workload easier for the staff involved and keep the delays to a minimum and ensure you receive reimbursement quicker than you will otherwise.
If necessary, the SSTG will withhold such payments to individuals until the required information is provided.
The following will provide you with useful guidance in providing the necessary information to enable claims to be checked and processed by the SSTG. You may also find the following useful when submitting claims to your company who will usually require similar information:
• All claims should be submitted on an expense form and forwarded to the SSTG by post within three weeks of the date the expense was incurred. An Expanse Claim form is available here.
• The form must be clearly completed with the following details:
• Your name.
• The date the form has been completed.
• Your sponsoring company (where appropriate).
• Details of the expenses claimed, which must include:
• The date incurred.
• Details of the expense.
• The form must be signed.
• Details of the total amount claimed entered in the appropriate place.
• All available receipts must be attached.
Once a claim has been authorised by the SSTG, payment will be made directly to the trainee’s bank account. For such transfers to be made we require the bank details to be provided in writing. The necessary form is provided to all trainees in advance where we know such payments might be made. Where an individual changes their bank details it is imperative that they advise us in sufficient time to amend our records accordingly. Use of the correct form will speed up this process and again avoid delays.
SSTG aim to process all claims within 3 working days of receipt. Where all the required information is supplied and the claim is adjudged to be for an approved purpose and the amount(s) claimed fall within that previously approved then the payment will be processed and available in the individual’s bank 3 working days after approval. That is, within 6 working days after receipt. Where information requested is missing, travel was not approved in advance or where any individual cost item incurred is adjudged to be excessive, then the processing of the claim will take longer.
By the very nature of this policy, the above is specific to SSTG. If you are seeking reimbursement from your company or other organisation, make sure you find out and follow any specific instructions precisely. Failure to do so could lead to a delay in receiving funds or non-payment of any particular claim.
Updated: 14 May 2024