Authorise Expenses
1. Check claim for completeness, validity, and compliance
The Departmental Administrator (or PI) should check the claim for completeness, validity, and compliance with the Expenses and Benefits Guide rules, ensuring that mandatory details, which may include supporting documentation for expenses coded to research projects, have been included.
The Payments Guidelines provide useful guidance on what to check on expense claims to ensure they are not delayed for payment.
Where mandatory details are missing, the Departmental Administrator may be able to supply them. If not, the claim should be returned to the claimant.
2. Authorise and submit to Payments Team
When the Department Administrator or authorised signatory is satisfied that the claim meets all rules and regulations, the form is counter signed and submitted to the Payments Team for processing. For reference, the Claimant should retain a copy of the completed form.
In the exceptional circumstances that a claim amount exactly matches an advance payment you still have to submit the claim to the Payments Team together with original receipts for a zero claim. Any coding adjustments should be managed by journals within the department.
3. Monitor expenses
It is important that departmental expenditure via expense claims is reviewed on a regular basis within the department to ensure expenditure is appropriate and correctly charged to departmental accounts or projects. Spot checks are carried out by the Payments Team in support of this.