The University's rules and guidance on expenses are shown on these web-pages.
The contact details of those supporting the payment of expenses are noted below.
Please contact :
The University's policies on reimbursement of expenses and travel and subsistence are available to download.
The University has a business travel website which has information on matters to consider before travelling, guidance on travelling safely, booking travel, travel insurance, how to deal with emergencies and student travel etc.
Travel or other activities which give rise to an expense should only be undertaken with the prior approval of the budget holder.
Expenses' claims must be authorised by the budget holder or his delegated authority. The budget holder and senior University staff must arrange that their expenses are approved by a more senior member of staff or the school finance officer or by an arrangement agreed by the Director of Finance.
The University will accept or reimburse reasonable travel, subsistence and other costs incurred by a member of staff in the furtherance of his or her duties for the University, however
The following types of expenditure will be normally be reimbursed:
The following expenditure will not normally be reimbursed:
Staff expense claims must be made through the online claim system and not using paper forms.
Claims must be submitted either by the old eExpenses system which is not linked to EASE or the new eExpenses system which is EASE enabled. Further information about the Expenses system, including how to register, is available on the Finance Department Wiki.
All expense claims and advances will be payable subject to verification by the Finance Department.
Where claims appear unreasonable or are not correctly authorised or completed they will be returned unpaid until the problem has been resolved.The FInance Department may pursue any claim which appears to be excessive.
Claims should be authorised as soon as possible to minimise delay in payment.
Authorisers must confirm that the costs have been incurred necessarily for the purposes of the University business, that there is sufficient budget to cover the expense and that supporting documentation, such as a receipt, is presented, prior to approving expense claims.
Heads of Schools/Heads of Support Departments may delegate authority for authorisation of expenses to senior members of staff who have management or financial responsibility. They may not delegate authorisation powers to more junior members of staff. Non-budget holding staff should only be given powers of authorisation where there are clear line management responsibilities for a particular area.
All expenses must be authorised by someone senior to the claimant or at an equivalent level or by the unit finance manager.
Heads of School/Units shall have their claims authorised by the appropriate member of the College/Support Group
Heads of College/Support Groups or Assistant/Vice Principals will be authorised by either the University Secretary, or in the Secretary's absence by the Director of Corporate Services, Principal or Director of Finance.
The Principal shall have his/her claim authorised by the Vice-Convener of Court.
Individuals who are not members of staff must have their expense claims authorised by the authorised signatory for the appropriate cost centre.
All authorised signatories should be recorded on the Finance Department's Authorisations Database. Any changes should be notified promptly.
Access to the Finance Department Wiki requires EASE login.
It is not normal to provide an advance of expenses for travel but where a reasonable case can be made to the Budget Holder, and with the agreement of Finance, an advance can be made but the Budget Holder remains accountable for managing the recovery of the advance.
Please refer to further guidance on reimbursement of expenses for the circumstances when an advance payment may be made.
Forms for claiming payment of forms in advance are available to download from the Finance Department Wiki.
Approved mileage rate for expenses claims can be found on the HMRC website.