Non-staff expenses
The pages on this website are specifically for those individuals who have a reason to claim expenses from the University, such as: visiting academics, current students, postgraduate researchers, and interviewees.
University staff should refer to the University’s SharePoint sites for the detailed expenses guidance applicable to them.
Approved expenses will be paid by BACS (Bankers' Automated Clearing System) wherever possible in sterling or in the appropriate currency on receipt of an appropriately authorised expenses form: Authority for Payment Form.
Travel and subsistence expenses are dealt with as detailed in the following section.
Travel and subsistence: Expense claims
Travel and accommodation expenses incurred on authorised University business should be paid directly by the University wherever possible. Expense claims for international air, rail and sea travel should not be submitted.as these should be booked through your University contact using Key Travel.
Where direct payment by the University is not practicable, reimbursement will be made for reasonable travel and subsistence expenses incurred on authorised University business. Reimbursement of travel and subsistence claims for non- staff are made using either the UK travel and subsistence form, or International travel and subsistence form .
The appropriate authorised signatory within a Faculty/School/Service is responsible for authorising expense claims.
Original receipts (VAT (Value Added Tax) receipts where appropriate) should be obtained for expenses for which reimbursement is being claimed.
When submitting expense claims, scanned, original receipts or photographs are permissible, ensuring copies of both the front and back of the receipt are obtained where applicable, and all details are clearly legible. Please note, certain research funders will still require original copies of receipts to be retained.
Where hard copy receipts are not offered by the supplier or are not available (e.g. Underground payments, online payments, parking or rail tickets captured by barriers, or shared meals where more than one person is claiming from the same receipt), copies of e-receipts, bank statements and/or credit card statements or a photograph of the receipt, with accompanying explanation is acceptable in lieu of hard copy receipts, on condition that a justification is provided for the absence of the original receipt. Please note that some evidence of payment must be provided in order for the payment to be made in full. If no evidence is provided, the claim may be reimbursed in accordance with the Subsistence Claim Rates without receipts thresholds. The University reserves the right to refuse to process and pay expense claims that are incorrectly prepared or insufficiently supported with evidence of original receipts (original, scan or photograph) or documentation. If the claim is for costs relating to people other than the claimant, these people must be named individually on the claim.
Reimbursement for payments in a foreign currency will be made in £ sterling, translated at the exchange rate quoted on the day the claim is completed or the date of the transaction. If actual exchange rates are to be used in the claim, proof of conversion must be submitted e.g. credit card statements. The individual authorising the claim should ensure the conversion rate used is reasonable.
All expense claims must be submitted within six weeks of incurring the expense, and within three weeks of the financial year end of 31 July.
Expense claims must be submitted by the originator (student, examiner, visitor) to whom the expense relates unless a proxy has been agreed. They must prepare a copy of the claim, attaching evidence of expenditure, and send to the checker. The claim must be authorised by the approver and checked by the checker.
Expenses for non-staff and students are paid through Payroll on submission of an original, authorised Travel and Subsistence form, or an Authority for Payment form for expenses other than travel and subsistence.