Claim expenses policy guide Guide

3. Countersignatory responsibilities

All claims for travel and subsistence must be countersigned. The Countersignatory must be Grade B or above and at least one grade level above the claimant.

Countersigning managers must confirm by checking that the claim is fully and correctly completed and that all necessary back-up documents are attached. They are required to:

1. Satisfy themselves that the journeys were undertaken in proper discharge of official business, on the dates and at the times stated, and were cost-effective;
2. Ensure all items claimed fall within the travel and subsistence rules;
3. Ensure that where prior authorisation was necessary TS3 Form is attached (for standard rate motor mileage – see paragraphs 64-70 and for overseas travel – see paragraphs 107)
4. Ensure that the claim is timely, completed no later than one month after the date of travel;
5. Check the correct rates have been applied to the claim and that use of a taxi where claimed was admissible (see paragraphs 32-35);
6. Ensure relevant receipts are attached to the form including the currency converter rate used;
7. Check the arithmetical accuracy of the claim;
8. Check that the claim is fully completed with all journey start and end times shown;
9. Check that the correct cost code has been used (especially where a claim covers both UK and overseas travel);
10. Initial any alteration made to the claim;
11. Ensure that unused portions of the claim form are scored through;
12. Send the form directly to Liberata Uk Ltd, at the address given in paragraph 167;
13. Ensure that a simple record of claims is maintained so that reconciliation with Integra reports can be made at the period end.

The countersigning manager should send the form directly to Liberata at the following address:
 
Liberata Uk Limited
ACME Accounts Payable
PO Box 609
Newport
NP10 8QD