Submitting Xero Expenses on mobile phone (For Consultants) Expenses from own pocket money

When traveling on company business, the cost of meals should be reasonable to the city where you are conducting business. When a group is traveling together, the most senior employee is responsible for paying for the meal. All meal receipts need to be kept and submitted with your expense report.

Off-site airport parking is recommended to avoid the higher costs of on-site airport parking. Please use good judgment when choosing where to park.

Struber employees have access to the Struber business account for business purposes only. You are obliged to make your own way to and from your place of work. Please careful select the cost code.

To clarify, please see below for examples of when it is appropriate to use Uber:
• Rides to and from client meetings
• To and from airports when travelling on Struber business
• To and from Struber endorsed events i.e. Roads Australia lunch or an internal Struber function
• From MMM to client offices
• From a Struber or client office when working extended hours (i.e. past 6pm if working a normal 8-5.30pm roster)

If you need to use the Struber business account for any other business purpose not listed above you must receive prior authorisation from your manager.

Mileage

Use of personal vehicles for Struber travel is allowed when the use is less costly than alternative means of transportation or when there are conveniences or safety issues that justify the additional costs, as determined by the Operations team. The approving authority must also consider other options including; rental vehicles and car-pooling.

Reimbursement of business mileage or other vehicle related costs will not be made for normal commuting from home to your usual place of business. The “usual place of business” is stated in your Struber Employment Contract.
Reimbursement of business mileage or other vehicle related costs will be calculated from the “usual place of business” to the client site and not from your home.

Business mileage will be reimbursed at the ATO authorised mileage rate in effect on date of travel using the most direct route.

Struber will reimburse KMs for travel to and from the client offices lieu of providing you with a company vehicle or paying for petrol. You will be reimbursed at the standard ATO 2021/2022 rate of $0.72/km. If tolls are used please provide the statement for these.

To capture your travel KMs please do the following:

• Record your KMs show distances mapped out in google maps – this will be standard and can be uploaded each day you travel. See sample below. 

Step 1

Download the ‘Xero Expenses’ app in your smartphone by opening and searching in Google Play (android) or App Store (iOS).

***If you do not have Xero access set up in your Practice Protect portal, do the below steps before you go to the next process.

1. Click on the invitation link that Xero sent via email.
2. Once the page loads, click on "Accept Invite".
3. Fill out the details and your password, then Enter.

1. Click on the top-most right corner of the page with your initials on it, then click "Account".
2. Under Account Settings, you will see sub-menu "Two-step Authentication", click on "Setup.
3. Follow the steps that is shown. Grab your mobile phone and open the Google Authenticator app, click the plus sign to add your Xero account.
4. If you are on a computer browser, you can just Scan the barcode.
5. If you are on the same mobile phone where your authenticator is installed, click on "or enter your key manually". Copy the code that is shown and paste it into the Google Authenticator app, "Enter a provided key", along with your email address as your Account name.
6. Once account is successfully added into your Google Authenticator app, go back to the website and then click "Next".
7. Type in the 6-digit code that is generated in your Google Authenticator app. (Note: It changes every 60 seconds.)
8. Click Next.
9. Answer 3 security questions that will help you verify your identity if ever you lose access to you Authenticator app.
10. Click Next.
11. You can add an alternative email address. (Optional).
12. Done.

If expenses are reimbursable, submit the expense claim via Xero Expense app. Click the (+) button to add a New Expense.

• Amount (Note: For Travel KM’s reimbursement, rate is $0.72 per km
• What was it for? (a short description of the expense) (Travel to, and from client’s office/site)
• Receipt (capture a photo of the receipt, for Travel KM’s reimbursement, capture the odometer at the start and end of the trip. Alternatively, you can show distances mapped out in Google Maps)
• Spent at (location) (Project Name)
• Spent today (Change the Date to when you paid for the expense)
• Account (Choose a category for the expense such as Project Expense (Client).)
• Assign to Customer (Type in the customer if the expense is to be billed to client, so it can be charged to them in their next invoice i.e Jacob SMEC joint Venture)

Account reference: