Policy: Associates making personal payments to third parties: Difference between revisions

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It happens at times, especially in the context of travel or the organization of an event, that individuals pay something on behalf of the Organization out of their own pocket.
Some purchases are directly paid by the [[Associate|Associates]] on behalf of the Organization, especially in the context of travel or the organization of an event.




The following rules apply:
In case of personal payments to third parties, the following rules apply:
* Expense must be approved in advance by person in charge unless it is a repeating office utility;
* Expense can be reimbursed ONLY if it was approved prior to the purchase and it was in compliance with the relevant [[Policy: Financial Authorization|Financial Authorization policy]].
* Reimbursement might take up to 15 days.
* Due date of the reimbursement can be different from that foreseen in a project; before each purchase, please contact to the Financial Unit of the Organization.
* For direct eligible costs of any project, no cash payment can be made (only cheque of electronic transfer).


For reimbursement please follow the relevant [[Procedure: Reimbursing associates who made personal payments to third parties|Reimbursing associates who made personal payments to third parties Procedure]]
For reimbursement please follow the relevant [[Procedure: Reimbursing associates who made personal payments to third parties|Reimbursing associates who made personal payments to third parties Procedure]]

Latest revision as of 08:00, 26 September 2012

Some purchases are directly paid by the Associates on behalf of the Organization, especially in the context of travel or the organization of an event.


In case of personal payments to third parties, the following rules apply:

  • Expense can be reimbursed ONLY if it was approved prior to the purchase and it was in compliance with the relevant Financial Authorization policy.
  • Due date of the reimbursement can be different from that foreseen in a project; before each purchase, please contact to the Financial Unit of the Organization.
  • For direct eligible costs of any project, no cash payment can be made (only cheque of electronic transfer).

For reimbursement please follow the relevant Reimbursing associates who made personal payments to third parties Procedure

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