Expense Claim Procedure
Corporate Finance & Procurement Last reviewed: 2026-01-15 Owner: Finance Department
Expense Claim Procedure
All business-related expenses incurred by Global Trust Bank employees must be submitted through the Bank's expense management system, SAP Concur. This article outlines the procedure for submitting claims, eligible expense categories, approval thresholds, and key deadlines.
Accessing Concur
SAP Concur is accessible via:
- Web: concur.globaltrust.internal (SSO-enabled via your GTB credentials)
- Mobile App: SAP Concur (available on iOS and Android via the GTB App Store). The mobile app allows receipt capture via photograph.
Eligible Expenses
The following categories of business expenses may be claimed:
| Category | Examples | Per-Person Limit |
|---|---|---|
| Travel — Air | Economy class (domestic/short-haul); Business class (long-haul, with prior approval) | As per Travel Policy |
| Travel — Rail | Standard class; First class for journeys over 2 hours (Director grade and above) | As per Travel Policy |
| Travel — Taxi | Business-justified taxi journeys (Addison Lee preferred in London) | GBP 75 per journey |
| Accommodation | Hotel stays for business travel (preferred suppliers list applies) | GBP 200/night (UK); varies by city internationally |
| Meals — Solo | Meals while travelling on business | GBP 50/day |
| Meals — Client Entertainment | Client dinners, working lunches with clients | GBP 150/person |
| Meals — Internal | Team lunches, working dinners (internal attendees only) | GBP 40/person |
| Subsistence | Incidental expenses while travelling (e.g., refreshments, tips) | GBP 25/day |
| Professional Subscriptions | Pre-approved professional memberships (e.g., CFA Institute, CISI) | Actual cost |
| Office Supplies | Emergency purchases of stationery or minor equipment | GBP 50 per item |
Submission Process
- Create an Expense Report in Concur, selecting the appropriate report type (e.g., "UK Business Travel", "Client Entertainment", "General Expenses").
- Add each expense item, entering the date, amount, currency, category, and a brief business justification.
- Attach receipts. Original receipts are required for all expenses exceeding GBP 25. Receipts may be photographed using the Concur mobile app or uploaded as PDF/image files. Credit card statements are not accepted as receipts.
- Submit the report for approval. The report is automatically routed to your line manager based on the organisational hierarchy in Workday.
- Reimbursement is processed within 10 business days of final approval, paid directly into your salary bank account.
Approval Thresholds
| Claim Amount | Approver |
|---|---|
| Up to GBP 500 | Line Manager |
| GBP 501 – GBP 2,000 | Line Manager + Department Director |
| GBP 2,001 – GBP 10,000 | Department Director + Divisional MD |
| Over GBP 10,000 | Divisional MD + Group CFO |
Key Deadlines
- Expense claims must be submitted within 60 days of the expense being incurred.
- Claims submitted after 60 days require written justification and approval from the Department Director.
- Claims submitted after 90 days will not be reimbursed except in exceptional circumstances approved by the Group CFO.
Non-Reimbursable Expenses
The following are not eligible for reimbursement:
- Personal travel or leisure activities
- Alcoholic beverages (except as part of approved client entertainment)
- Fines, penalties, or parking tickets
- First-class air travel (unless pre-approved by the Group CFO)
- Gifts to clients exceeding GBP 50 (subject to the Gifts & Hospitality Policy)
Contact
For queries about expense claims, contact the Finance Helpdesk at expenses@globaltrust.com or extension 6150. For Concur technical issues, contact the IT Service Desk at extension 7000.