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

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(Created page with "It happens at times that individuals pay something out of their own pocket. The following rule applies: * Expense must be approved in advance by person in charge unless it is a r...")
 
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It happens at times that individuals pay something out of their own pocket. The following rule applies:
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.
* Expense must be approved in advance by person in charge unless it is a repeating office utility;
 
 
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 [[Policy: Financial Authorization|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 [[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]]


# The person making the payment must write with a pen his/her initials: e.g., “paid by GS;” If you pay with somebody else’s money, then his/her initials must appear.
 
[[Category:Policies]]

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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