Expense Reimbursement

Local Travelling Claim

• Current Regulations ^{(effective from 1 April 2024)}
• Standard Mileages and Tunnel Fees for mileage claims to/from CUHK/PWH
• Reimbursement of local travelling expenses claim form (BO/PAY2 (04/2023))  

Staff Reimbursement Claims

General points to note:

1. Before processing reimbursement related to goods purchased or services rendered, department/unit should certified that such goods and services have been received in good order in agreed price, quantity and terms of services.

2. For settling the reimbursement with purchase order, please input the purchase order number (PO No.) for clearance of respective commitment in the system; otherwise, that purchase order cannot be settled and still be classified as outstanding purchase order.

3. For audit purpose, appropriate supporting documents are required for processing reimbursements as follows:

Proof of Goods/Services Purchased:
Original Invoice or Sales Memo or Sales Confirmation

Proof of Payment:
Original Receipt or Copy of Credit Card Slip/ Bank Statement (only for the particular transaction shown)

4. All supporting documents must be in the original form (e.g. original supplier invoice, debit note, receipt, etc.) and copies are generally not acceptable. In case of missing, the approving authority should declare on the copies that the original invoice/bill is not available.

5. No reimbursements can be claimed for goods/services purchased with bonus points, frequent flyer points or cash coupons as the University will only reimburse for out-of-pocket expenses.

6. Reimbursements to staff will be made through Direct Payment system and credited to staff’s payroll bank account.

7. Additional guidelines have been stipulated for the below types of reimbursement. Please contact the responsible person in Finance Office if you have any enquiry.

• Social Gathering Activities
• Offering Gifts/Souvenirs
• Departmental Retreat
• Portable Expensed Electronic Equipment (PEEE)

Reimbursement via E-form

Go to MyCUHK > MyPage > Click the link to “CUSAP” > Go to “Expense Reimbursement to Staff or Student (PV)” on the CUSAP Launchpad > click the app “PV-C: Create Payment to Staff or Student”

Reimbursement of Entertainment Expenditure

General points to note:

1. Before processing reimbursement related to entertainment services rendered, department/unit should certified that such services have been received in good order in agreed price, quantity and terms of services.

2. For audit purpose, appropriate supporting documents are required for processing reimbursements as follows:

Proof of Goods/Services Purchased:
Original Invoice or Sales Memo or Sales Confirmation

Proof of Payment:
Original Receipt or Copy of Credit Card Slip/ Bank Statement (only for the particular transaction shown)

3. All supporting documents must be in the original form (e.g. original supplier invoice, debit note, receipt, etc.) and copies are generally not acceptable. In case of missing, the approving authority should declare on the copies that the original invoice/bill is not available.

4. No reimbursements can be claimed for services purchased with bonus points, frequent flyer points or cash coupons as the University will only reimburse for out-of-pocket expenses.

5. Reimbursements to staff will be made through Direct Payment system and credited to staff’s payroll bank account.

6. In the interests of achieving reasonable constraint over the expenditure of University/College funds on entertainment, department/unit would take particularly careful account of the desirability of limiting the number of staff or students to be invited to those most directly concerned.

7. To show the University’s commitment to protect and conserve biological diversity, some unsustainable species are not allowed to be served/consumed in the entertainment meal as listed in the claim form and should be excluded from reimbursement.

8. The caps for lunch, dinner entertainment and official banquet are $450, $600 and $1,000 respectively for each person. Please provide justification for exceeding the relevant cap or consider charging the excess amount to other allowable funding sources.

9. The official banquet should have at least 3 tables with 10 to 12 persons per table. The food, beverage and service charges are all included.

10. To enhance accountability, ICAC recommended that claimant should declare in the form that the information and documents provided are true and accurate. Please note that provision of any false information or documents may constitute a criminal offence.

11. The official banquet should have at least 3 tables with 10 to 12 persons per table. The food, beverage and service charges are all included.

12. For payment/reimbursement of entertainment expense to the Dean in excess of $2,500, countersigning from the Provost will be required.

13. For payment/reimbursement of entertainment expense to the Department Chairman in excess of $1,000, countersigning from the Dean will be required.

14. To enhance accountability, ICAC recommended that payment requestor should declare in the form that the information and documents provided are true and accurate. Please note that provision of any false information or documents may constitute a criminal offence.

Reimbursement via E-form 

Go to MyCUHK > MyPage > Click the link to “CUSAP” > Go to “Expense Reimbursement to Staff or Student (PV)” on the CUSAP Launchpad > click the app “PV-F: Create Reimbursement for Entertainment Expenditure to Staff/Student”

Application for Financial Support for Overseas Travelling Expenses

General points to note:

1. For audit purpose, appropriate supporting documents are required for processing reimbursements as follows:

Proof of Goods/Services Purchased:
Original Invoice or Sales Memo or Sales Confirmation

Proof of Payment:
Original Receipt or Copy of Credit Card Slip/ Bank Statement (only for the particular transaction shown)

2. All supporting documents must be in the original form (e.g. original supplier invoice, debit note, receipt, etc.) and copies are generally not acceptable. In case of missing, the approving authority should declare on the copies that the original invoice/bill or other supporting document is not available.

3. No reimbursements can be claimed for services purchased with bonus points, frequent flyer points or cash coupons as the University will only reimburse for out-of-pocket expenses.

4. Reimbursements to staff will be made through Direct Payment system and credited to staff’s payroll bank account.

5. For each type of trip, there are some restrictions for the supportable items in respective of difference funding sources. For details, please refer to the below summary which will be updated from time to time:https://www.fno.cuhk.edu.hk/wp-content/uploads/stf/financial_guides/overseas_travelling/overseas_travelling_guideline.pdf

6. To enhance accountability, ICAC recommended that applicant/payee should declare in the form that the information and documents provided are true and accurate. Please note that provision of any false information or documents may constitute a criminal offence.

Reimbursement via E-form

Go to MyCUHK > MyPage > Click the link to “CUSAP” > Go to “Expense Reimbursement to Staff or Student (PV)” on the CUSAP Launchpad > click the app “PV-C: Create Payment to Staff or Student”

Application for Financial Support for Overseas Travelling Expenses (10/2022)

(This form should be completed and submitted together with the reimbursement claims)