New Expenses Policy

Details of the new policy and FAQs.

Update as of 22/5/2018:

Please note that from 1st April 2018 the Finance department no longer accept manual expense claim forms unless there is recovery of an advance of expenses.

Claiming expenses via the eExpenses system:

Staff, Students and Visitor Staff can claim expenses using the eExpenses system:

Please note that you require a staff, student or visitor registration (VRS) number (and uun) to register for eExpenses. Registration should be requested using the appropriate FPM transaction type. (Staff eFinancials Payment Record Creation / Student or Visitor eFinancials Payment Record Creation)

If you have received an advance of expenses, you will need to deduct the amount already advanced from the total of expenses claimed. Staff must use the manual payment for staff expenses claim form to deduct any advance of expenses:


Other claimants’ expenses:

Other claimants who do not have access to eExpenses can complete the Payment for Non-Staff/Student Expenses form on the Finance website forms page: and send to the School or Planning Unit Finance team for checking, approval and payment via FPM (Finance Process Manager).

Interview and relocation expenses can be claimed using the relevant form on the HR website: Please ensure that the form is completed and receipts are attached securely before forwarding for processing to your respective College/Support Group HR Administration team or School/department Finance team ready for processing via Finance Process Manager (FPM). 


The new Expenses Policy was implemented on 1st December 2017.  By updating the Expenses policy, we can make sure it’s up-to-date, operationally effective at all levels and compliant with our charitable purpose, public expectation and tax laws.


But importantly it also helps claimants and authorisers to understand what can and can’t be claimed for, what’s considered reasonable and what the exceptions are.


The Finance Department have a dedicated team to help embed the policy smoothly across the University.  If you have any questions about the updated Expenses policy, please email or call 0131 651 4581 and we’ll be happy to help.

If you have any questions about the eExpenses system, please email or call 0131 650 2387.


Relevant Documents: