Process Summary
Need for expense
- Refer to the Payments Manual for guidance on the rules, tax implications, etc.
Request advance (if required)
- Refer to the Payments Manual for guidance on when an advance is allowed.
- Refer to the Advances Process if an advance is required.
Check correct payment route
Additional process steps may be required where:
- Payment to an individual might be in the nature of employment.
Incur expenses
- Expenses must be in line with the Payments Manual, and where relating to a research award, in line with the funder's terms and conditions.
- Collate relevant receipts and supporting documentation.
- Complete Expenses Claim Form
(385kb) and submit for approval.
Authorise expenses
- Check claim for completeness, validity and compliance.
- If all OK, sign the form and submit to Payments Team.
- On an ongoing basis it is important to review claims to ensure they are appropriate and correctly coded.
Handle claims (Payments Team)
- Check claim for completeness and validity.
- Deal with any queries, returning any that are rejected.
- Non-Taxable expenses handled via the Payments Team.
- Taxable expenses handled via the Payroll Team.