Before expenditure is made

The University of Ìì·¢ÓéÀÖÆåÅÆ_Ìì·¢ÓéÀÖAPP-¹ÙÍø|ÏÂÔØ will only pay expenses to a visitor where these expenses were agreed before the expenditure was undertaken.

All expenses must be in line with the University's?Financial Regulations, Policies and Procedures.

Ìì·¢ÓéÀÖÆåÅÆ_Ìì·¢ÓéÀÖAPP-¹ÙÍø|ÏÂÔØ the guidance leaflet which covers some of the common areas of expenses for visitors. Please speak with your University contact if you need further clarification.

Claiming expenses

Contractors

Contractors supplying goods or completing services for the University should ensure that any expenses for travelling are included in their original quote and are part of the invoice for the goods or services.

External Examiners

External examiners should follow the guidance and use the expense form that is available for download in the Quality Handbook .

Research volunteers, lay participants & participants in clinical trials

Please speak with your University contact should you need to claim any expenses and they will provide you with the correct form to use.

UniWorkforce and Agency workers

Please follow the guidance on the internal Finance SharePoint site for details of how to claim expenses.

Non University Personnel

Non University Personnel (other than those listed above) should complete the
AP04 Travel & Expense form Non-University Personnel (Visitors) for reimbursement of travelling and expenses.

When completing the form, the Account Code (4 digits) should be entered as either:

3515 -??UK related travel expenses (Visitor) OR

3525 - Overseas related travel expenses (Visitor)

Interview expenses

Claims for interview mileage are calculated at 23p per mile.

If you have had previous payments from the University or are expecting to receive regular payments in the future then you may have already been set up with a visitor or supplier id in the format 7nnnnnn or Vnnnnnnn.? In this case, please quote your visitor/supplier number and any claim will be made to the bank details that we already hold.

If you have not been set up with a visitor/supplier number then you must provide us with details about where to make your payment on the Bank Information Form .

Your claim can¡¯t be paid without either a visitor/supplier id or a completed Bank Information Form.

You will need to collect receipts relating to your claim to show proof of payment. The receipts should show clearly, exactly what the payment was for and that payment was made. In some cases you will need to provide additional evidence of spend.

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Top tips to help get your claim processed quickly

• Make sure the claim includes the name of the University contact that agreed the claim in case there is a query.
• Make sure the claim includes either a valid supplier or visitor ID (in the format 7nnnnnn or Vnnnnnnn) or bank details.
• Ensure the claim has a valid subproject code - your University contact can provide this.
• If the mileage to be claimed differs from the mileage on the?AA route planner?then differences must be clarified in the description (eg to avoid town centre at rush hour, diversion due to accident).
• Any claims for other expenses should be agreed in advance and submitted with receipts.
• Speak with your University contact regarding where the completed claim should be sent.
• Keep a copy of the claim and any receipts for your own records and in case there are subsequent queries.
• If the payment is not to be made in GBP please state the currency clearly on the form.

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Payment times and information

The claim and receipts will be checked within 10 working days of receipt of the claim by the Expenses Team. This will result in either:

• A request for more information to support the claim.
• Rejection of non-compliant requests.
• A payment being processed. Payment will then be on the next available?payment run. Any payment will be supported by a remittance advice.

If you have not yet received payment

In the first instance please speak to your University contact to find out when the form was approved and passed for payment.

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