Approved Expense Forms Project Manager

Expense forms should be completed for ALL project expenses, including contractor, supplier, equipment, materials and administration expenses. Staff salary expenses are exempt as total salary expenses can be calculated from the timesheet information provided to the Project Manager on a regular basis. Expense Forms should be completed weekly and provided to the Project Manager for approval. Upon approval, the expense information is entered into an Expense Register to enable the Project Manager to track and record the physical costs of the project. Summarized expense information is also entered into the Project Plan to record the ‘actual spend’ against the ‘planned spend’. Although Expense Forms are typically completed during the ‘Execution’ phase of the project, it may be requested that they be completed during any project phase to ensure that the full costs of the project are captured.

The following diagram depicts the processes and procedures to be undertaken to document, approve and register expenses within the project. Where applicable, Cost Management Roles have also been identified: