Standard Operating Procedure: Expense Reimbursement (Queensland Health)

This document outlines the mandatory procedures for Queensland Health employees to seek reimbursement for out-of-pocket expenses incurred during the execution of official duties. Adherence to this SOP ensures compliance with the Financial Accountability Act 2009, alignment with the Queensland Health Financial Management Practice Manual, and the timely processing of claims by the Shared Services Provider (SSP). All claims must be supported by valid tax documentation and departmental authorization.

Phase 1: Pre-Submission Documentation

Before initiating a claim, ensure all necessary documentation is digitized and categorized to meet internal audit requirements.

• Gather Receipts: Collect all original tax invoices. EFTPOS receipts are insufficient; invoices must clearly display the ABN, date, description of goods/services, and GST component.
• Approval Verification: Confirm that the expenditure was pre-approved by your Line Manager or the delegated financial officer (DFA).
• Policy Alignment: Review the specific Queensland Health policy relevant to your claim (e.g., travel, motor vehicle allowance, or professional development) via the QHEPS intranet.
• Identify Correct Coding: Obtain the relevant Cost Centre and General Ledger (GL) codes from your Cost Centre Manager.

Phase 2: Completing the Form

Accuracy in the completion of the Employee Reimbursement Claim Form (typically managed through the MyHR or SAP portal) is critical for preventing payment delays.

• Employee Details: Input your full name, employee ID, and designated department/work unit.
• Nature of Expense: Provide a detailed justification for the expense. "Work related" is insufficient; state the specific project, meeting, or clinical requirement.
• Taxation Status: Explicitly indicate if the claim includes GST. Non-GST items must be separated to ensure correct accounting treatment.
• Banking Details: Ensure your primary payroll account details are correctly linked to your HR profile to prevent transfer errors.

Phase 3: Submission and Reconciliation

Once the electronic or hardcopy form is completed, follow the internal approval chain.

• Managerial Sign-off: Submit the form and all supporting digital attachments to your immediate supervisor for electronic or physical signature.
• Upload to Portal: If utilizing the MyHR self-service portal, attach scans of receipts directly to the request. Ensure attachments are legible and in PDF format.
• Monitor Progress: Track the request through the portal. If the request is returned for "more information," address the query within 48 hours to prevent the file from being archived.
• Retain Copies: Keep a digital copy of the signed form and receipts for a minimum of seven years for tax and audit purposes.

Pro Tips & Pitfalls

• Pro Tip: If claiming for travel expenses (mileage/fringe benefits), use the standard Australian Taxation Office (ATO) logbook method to justify your travel distance; this significantly speeds up audit approval.
• Pro Tip: Consolidate multiple small claims into a single monthly submission rather than filing multiple individual requests; this reduces the administrative burden on your approver.
• Pitfall: Missing ABNs. If an invoice does not have an ABN, it is technically an invalid tax document. You may be required to sign a "Statement by a Supplier" form, which complicates the process.
• Pitfall: Time sensitivity. Claims submitted more than 6 months after the expense was incurred may be rejected or require additional executive-level sign-off.

Frequently Asked Questions (FAQ)

1. How long does it typically take to receive reimbursement? Once approved by your manager and processed by the Shared Services Provider, payments are generally deposited into your nominated bank account within 10–14 business days.

2. Can I claim reimbursement for professional development books or journals? Only if they are directly related to your current role and were explicitly approved for reimbursement prior to purchase. Ensure you obtain prior written confirmation from your cost center manager.

3. What happens if I lose a receipt? If a receipt is lost, you must complete a Statutory Declaration detailing the nature of the expense, the date, the amount, and why the receipt is unavailable. Note that repeated lost receipts may result in a formal review of your financial conduct.