18. Travel & Expenses Policy.
18.1. Travel and Expenses Policy outlines the guidelines and procedures for employees seeking reimbursement of travel-related expenses incurred during business activities on behalf of Architecture North Ltd (hereafter referred to as "the Company").
18.2. The policy aims to ensure that all expense claims are reasonable, justifiable, and compliant with company standards.
18.3. All employees of the Company who are required to travel as part of their job responsibilities are eligible to claim travel expenses.
18.4. Expense Claims
18.4.1. Mileage claims are accepted for travel related to business activities, such as meetings, client visits, and project site visits.
18.4.2. Mileage claims will only be reimbursed for distances exceeding the mileage from the employee's registered home address to the Company's primary business location (hereafter referred to as “Registered Company Address”).
18.4.3. Mileage claims will not be paid for distances equal to or less than the mileage from the employee's registered home address to the Company Address.
18.4.4. Mileage claims must be supported by clear documentation, including starting and ending locations, dates, and mileage readings.
18.5. Other Travel Expenses
18.5.1. In addition to mileage, employees may claim reasonable expenses for items such as public transportation, parking, tolls, and meals incurred during authorised business travel.
18.5.2. All expense claims must be supported by original receipts, clearly indicating the nature of the expense, date, and amount.
18.5.3. Excessive or unnecessary expenses may be subject to review and approval by the Company's management.
18.8. Non-Reimbursable Expenses:
18.8.1. The Company will not reimburse expenses that are personal in nature, including but not limited to fines, personal entertainment, and non-business-related purchases.
18.8.2. Expenses that are not adequately documented with original receipts will not be reimbursed.
18.9. Unauthorised Expenses
18.9.1. The Company is not liable for any unauthorised expenses that have not been previously approved.
18.10. Error Correction
18.10.1. The Company is not liable for travel and expenses incurred due to errors in an employee's work.
18.10.2. If an employee needs to revisit a project to rectify an error, this cost will not be recoverable from the Company's travel and expenses claim.
18.11. All expense claims must adhere to this policy.
18.12. Employees are expected to exercise good judgment and integrity when submitting expense claims.
18.13. Violations of this policy may result in disciplinary actions in accordance with company guidelines.
18.14. This Travel and Expenses Policy may be reviewed periodically and updated as necessary. Any changes will be communicated to all employees.
18.15. This Contract shall remain in effect for the duration of the Employee's employment with the company.

Travel & Expenses Procedure
18.6. Submission of Expense Claims
18.6.1. Expense claims must be submitted within 7 days from the date of incurring the expense.
18.6.2. Expense claims should be submitted through: www.architecturenorth.co.uk/employees-area/expenses/document-upload
18.6.3. Claims submitted after the specified timeframe may not be eligible for reimbursement.
18.7. Approval Process
18.7.1. Expense claims will be reviewed and approved by the employee's immediate supervisor.
18.7.2. Approved claims will be processed for reimbursement through the Company's payroll or accounting department.
18.7.3. Any discrepancies or concerns regarding expense claims will be addressed by the appropriate department or management.