# Business Expenses Policy Schedule 2

**Source**: https://policies.rmit.edu.au/document/view.php?id=326
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# Business Expenses Policy Schedule 2 - Non-Allowable Expenses

- [Schedule 2 – Non-Allowable Expenses](#major1)

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### Schedule 2 – Non-Allowable Expenses

(1)  These schedules are not exhaustive lists. Where it is unclear whether an expense is allowable, staff must discuss with their manager prior to incurring the expense.

| Expense | Commentary | Exceptions |
| --- | --- | --- |
| Personal advertisements relating to individuals | •    Congratulatory notices or notices that can be reasonably viewed as personal rather than RMIT oriented | Obituaries/death notices as approved by a UEC member |
| Employee travel to and from work | •    Normal costs of commuting to work are considered personal expenses | Where there is an unusual work requirement or deadlines necessitate a duty of care, these costs may be approved by E1 or above |
| Fees on personal credit cards | •    Annual fees on personal credit cards are not reimbursable, even if the card is used for business purposes |  |
| Coffee makers or similar small appliances | •    Where business related, these goods should be purchased through the quotations process and from RMIT Preferred Suppliers as appropriate |  |
| Late payment penalties or interest charges on personal credit cards | •    These fees are not allowable even on personal credit cards that have been used to pay RMIT related expenses |  |
| Hotel minibar | •    Alcohol, drinks, and food products purchased from the mini bar are the personal responsibility of the staff member | Bottled water or in rare circumstances where no other food is available |
| Tickets to entertainment and sporting events | •    These are personal costs | When approved by a UEC member and the Chief Experience Officer |
| Parking tickets or traffic fines | •    These are a personal cost even if incurred while conducting RMIT business |  |
| Personal services | •    Such as child minding, pet care etc. are considered a personal expense | Where there is a work-related need and the cost has been approved by an E1 or above.  Costs will not be approved where staff are provided |
| Political donations | •    Of any type |  |
| Sponsorship | •    Sponsorship of external teams or other external groups with a value greater than $10K. | When approved by a UEC member and the Chief Experience Officer |
| Stolen, lost, or damaged personal property | •    This is a personal responsibility and they are not reimbursable even if incurred while on RMIT business or property |  |
| Communications costs for the individual’s residence such as home internet, virus protection, software and hardware not provided by RMIT | •    These are personal costs.  •    If RMIT requires remote working and the employee incurs ‘additional costs’ to reasonably work remotely, RMIT will reimburse the additional costs incurred on a pro-rata basis i.e. for the time period that the employee is working from home. Subject to prior approval, the employee may submit a request for reimbursement via RMIT’s expense reimbursement system ([Workday](https://policies.rmit.edu.au/download.php?id=378&version=1&associated)). | When approved by CIO or delegate and a UEC member. |
| Cloud-based software subscriptions | •    These need to be purchased via the ITS team and appropriately risk assessed. | When approved by the CIO or delegate |
| Cost of hiring a dinner jacket or ball gown for formal functions | •    This is a personal cost |  |
| Personal LinkedIn Membership Fees | •    This is a personal cost | UEC approval or VC approval for a UEC member. |
| Dangerous goods/chemicals/biological materials | •    Purchase of these items must adhere to strict safety requirements and must follow RMIT’s procurement processes.  •    Purchases of the following items are to be made directly by College/Portfolio approved staff:  -    chemicals (including gases) classified as hazardous substances and/or dangerous goods  -   biologicals classified as hazardous substances and/or dangerous goods  -   scheduled poisons  -    infectious or potentially infectious biological material  -   human material  -    animals and animal material  -    genetically modified organisms (GMOs)  -    radioactive substances/material  -   nanomaterials | College/Portfolio approved staff only |
| RMIT-issued mobile devices | •    Mobile devices must not be purchased using RMIT credit cards. See Schedule 1 on how to purchase RMIT issued mobile devices. |  |
| Stationary, equipment and/or furniture for the individual’s residence or other approved remote working location that is not RMIT’s physical premises. | •    These are personal costs. |  |