Finance

New Expenses Policy

The University Executive approved the updated Expenses Policy on 15 January 2019 w.e.f. 1 March 2019

The University Executive approved the updated Expenses Policy on 15 January 2019 w.e.f. 1 March 2019.

The minor updates to the policy are summarised in the Key Changes. Most of the changes add clarification to the existing policy. The policy has updated contact arrangements for the new Finance helpline from 21 January 2019.

At this time we are not proposing to implement the mandatory use of the University’s Travel Management Service, Key Travel, and staff can use an alternative to Key Travel where financial savings can be clearly demonstrated. The SPUC (Southern Procurement Universities Consortium) Travel Management Services framework agreement with Key Travel expires in May 2019. SPUC is preparing a tender for this new framework agreement. We will review the mandatory use of the University Travel Management Service once the new procurement framework is in place later in 2019 and report back to the University Executive with our recommendations.

The Equality Impact Assessment (EqIA) has also been completed as part of our specific statutory duty to assess the equality impact of the revised policy against the needs of the general Equality duty.

As part of the annual review of the policy, a staff & trade union consultation took place between 11 October and 7 December 2018.  We update the policy annually to make sure it’s up-to-date, operationally effective at all levels and compliant with our charitable purpose, public expectation and tax laws. The policy helps claimants and authorisers to understand what can and can’t be claimed for, what’s considered reasonable and what the exceptions are.

If you have any questions, please email finance.helpline@ed.ac.uk or call 0131 651 5151 (option 1).

 

Relevant Documents: