2.3 Responsibilities of Claimants, Authorisers and the Payments Team

See also:  

  • 2.1 Status of the University of Oxford
  • 2.2 Responsibilities for Tax Matters
  • At least three individuals will be involved in the administration of an expenses claim: the claimant, the authoriser and a member of the Payments team. The respective responsibilities of each are set out below:

    Claimant

    In signing the claim, the claimant confirms that:

    • The sums claimed were incurred wholly, necessarily and exclusively in respect of business carried out on behalf of the University
    • The claim complies fully with the rules set out in this Manual
    • The claim is supported with detailed receipts or, in the exceptional cases where such receipts could not reasonably be obtained, a full explanation has been provided
    • Where the claim is chargeable to an external funder (e.g. a research project), the claim does not contravene any funding rules.

    Authoriser

    In counter-signing the claim, the authoriser confirms that they have taken all reasonable steps to ensure that:

    •  The sums claimed were incurred wholly, necessarily and exclusively in respect of business carried out on behalf of the University
    • The claim complies fully with the rules set out in this Manual
    • The costs can be justified in terms of the University’s Value for Money policy
    • The form has been completed fully, accurately and is mathematically correct
    • The expenditure codes provided are valid, and sufficient funds are available to meet the expenditure
    • The claim is supported with detailed receipts or, in the exceptional cases where such receipts could not reasonably be obtained, a full and reasonable explanation has been provided. For claims relating to expenses in a foreign currency, evidence of the exchange rate used from one of the recognised sources has also been provided
    • Where the claim is chargeable to an external funder (e.g. a research project), the claim does not contravene any funding rules.

    University's Payments Team

    Prior to processing the claims, the member of the Payments Team will check that:

    •  The form is complete, accurate, and mathematically correct.
    • The claim is supported with detailed receipts as proof of purchase or, in the exceptional cases where such receipts cannot reasonably be obtained, a full and reasonable explanation has been provided. For claims relating to expenses in a foreign currency, evidence of the exchange rate used from one of the recognised sources has also been provided.
    • The claim does not contain items expressly prohibited within the rules set out in this Manual.
    • The items and amounts claimed are authorised to be paid free of tax by HMRC.

     The Payments Team will rely on the confirmation provided by the claimant and authoriser’s signature to provide assurance that the costs relate wholly, necessarily and exclusively to University business, and represent value for money. Where the team has strong reason to believe that the authorisation process in departments is insufficiently robust, they will refer the issue to Financial Assurance Services.