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Expenses

Information for claimants outside the University, for example visitors, interview candidates, volunteers and research participants, about how to claim for incurred expenses.

How to claim expenses: claimants external to the University

Expenses claims for University personnel

University personnel including staff and students must use SAP Concur eExpenses to claim for more information see How to Claim Expenses: Staff and Students.

Individuals external to the University, with the exception of external examiners, are required to use the offline Expenses Claim Form (Externals) (xlsx) or Expenses Claim Form (Externals) (pdf) for submitting expense claims. These can be completed electronically and emailed in, or a hard copy can be signed and scanned or posted to the department.

Please complete the form in full. If there is missing information, payment may be delayed while this information is sought.

The University requires supporting evidence for all expense claims. This can be:

  • Original receipt attached
  • Scanned receipt attached to an email submission
  • In cases where it was not possible to obtain a receipt or the receipt has been lost, a separate declaration should be made. Other supporting information, such as a credit card statement, should be submitted if possible

Once your claim is complete, you are asked to declare that your expense claim is legitimate and meets the University’s Expenses Policy and principles. You must read the declaration then you can either

  • print your name on the form and email it with a completed declaration, included in the body of the email
  • sign a printed form and scan or post to the relevant department.

If you need advice on whether you can submit a claim or on completing the form, please speak to your contact or the relevant departmental finance team.

External examiners

An external examiner does not hold a teaching or research post at the University. External examiners will receive a form from the Research Degrees team on the morning of the viva they are examining. This form will be pre-populated with the relevant details and should be used to claim related expenses. For more information see Research examinations: guidance for examiners.

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