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

Meal Expense for Travel

When traveling on company business overnight without a Corporate Credit card, you will be issued a digital credit card from Airwallex. Talent, in conjunction with Delivery and Finance, will run a process to
identify individuals traveling within the week, ensuring that they are issued an Airwallex digital card. As part of this process, you are required to create an Airwallex account. Funds will be made available prior to your travel.

Receipts for all expenditures are mandatory and must be uploaded into the Airwallex application. Should there be any circumstances that prevent compliance with the aforementioned conditions, express approval is required from Dion Castle, CFO/CEO. If you hold a corporate credit card, the same daily allowance and meal budget are applicable.

Meal Expense on Struber Events

Expenses incurred for any meals on events or celebrations can be reimbursed as long as Talent approval are obtained. Check with Talent the budget for each event to ensure cost are within the approved budget.

Off-site airport parking is recommended to avoid the higher costs of on-site airport parking. Please
email [email protected] so they can facilitate bookings.

Struber employees have access to the Struber business account for business purposes only. Please carefully select the cost code. You are obliged to make your own way to and from your place of work. To clarify, please see below for examples of when it is appropriate to use Uber:

■ Rides to and from client meetings where public transport is not a more efficient and sustainable
option
■ 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 a Struber or client office when working extended hours (i.e., past 6pm if working a normal
8.30am-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.

The current mileage rate of $0.88 per kilometre driven for business applies until June 2025. For trips taken after June 2025, you will need to check the ATO website for the new rates.

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. 

Download the 'Xero Me' app available on Google Play Store (Android) and App Store (iOS)

If you don't want to download the app, you may file your reimbursements via the Xero website.

Login using your username and nominated password when you accepted the invite

1. Click the (+ New claim) button to add a New Expense.

2. Choose between Expense claim or Mileage Claim

Fill out the required details:

• Receipt: upload the receipt or invoice supporting such claim. 
• Amount: total amount of expense
• Description: a short description of the expense. If Project Expense, please include the project ID number
• Account: Please choose the appropriate category. Note that all project related expense whether billable or not should be under Project Expense account. (if not billable, just include in description for reference)
• Spent at: Supplier name based on receipt
• Spent today: Date when the expenses are paid

Click Submit once done. 

Fill out the required details:

• Receipt: Capture the odometer at the start and end of the trip. Alternatively, you can use Calculate distance feature or show distances mapped out in Google Maps for reference
• Kilometers: Total travel distance
• AUD per Kilometer: refer to ATO current mileage rates
• Description: a short description of the travel. If Project Expense, please include the project ID number
• Travelled on: actual date of travel
• Account: Choose between Travel or Project Expenses only. Use Travel for any struber related events and Project Expense for any project related cost whether billable or not (if not billable, just include in description for reference)

Click Submit once done.