3. Principles and Policies

See also:

3.2 Payments policies

(a) Payroll policy

The University's policies on payment of staff, in both academic and support roles, are based upon legislative provisions and a nationally-agreed framework.

Personnel Services set and maintain policy in respect of staff reward and benefits. Payroll is administered by the Finance Division's Payroll Team.

Further policy on staff appointments and salaries is also contained within University Financial Regulations.

(b) Expenses and benefits policy

It is the University's policy that individuals are reimbursed the actual cost of expenses incurred wholly, exclusively and necessarily in the proper performance of their duties of employment or work for the University.

Where possible, payments should be made directly to third parties by the University, rather than borne as an out of pocket expense by individual staff. Where this is not reasonably possible, individuals are permitted to make payment themselves and, subject to the rules defined in this document, submit a claim for reimbursement.

University expenses and benefits rules are based upon what is allowable under existing tax regulations and exemptions. Generally, where an expense or benefit does not create a tax charge it is allowable within the University's rules; where a tax charge arises it is not, unless specifically stated in this document.

To comply with tax rules it is important that only actual costs are claimed and paid: round-sum allowances or payments that are not supported by receipts are not allowable, except where otherwise stated in this document.

(c) Supplier payment policy

The purchase of goods or services from suppliers is governed by University Procurement policy. Payment of suppliers will be in accordance with this policy, in particular on any requirements relating to tendering or the use of purchase orders.

Payments will be made, wherever possible, using the most cost effective means available. Usually, this means via electronic funds transfer using the Banks' Automated Clearing System (BACS).

Payment will not usually be made until the closest payment cycle prior to the due date.

(d) Value for Money

The University has a Value for Money policy, one of the aims of which is to make consideration of economy, efficiency and effectiveness a routine part of the decision-making process for all departments. This applies as much to payments to individuals and expenses as it does to the purchase of goods or services from suppliers. Any payment or claim, therefore, that in the opinion of the Director of Finance does not represent value for money will be rejected.