Expenses

Guidance for submitting expenses.

University of Edinburgh staff and students

All UoE Staff and Students wishing to raise expense claims need to be registered on Electronic Expenses Management System (EEMS).

A paper expense claim form should be completed by claimants; most claimants will submit these forms to Admin Offices.

Upon receiving claims Admin Staff should check that the following are completed fully and correctly, and if not, ask claimants to complete. (Incomplete forms seriously slow down the payment process for the claimant).

Page1

  • Personal Details
  • Destination and source of funding
  • Date of expenditure
  • Purpose of expenditure
  • Claimant’s signature

Page 2

  • Itemised description of expenditure
  • Under the analysis of expenditure there should be a line of detailed description of expenditure for each receipt, therefore please check that the information in this section doesn’t look too general, and there is an amount against the item.

Admin staff should also check that there is a receipt for each item.

  • Completed and signed by claimants forms should then be sent to FA for coding and processing
  • FA will enter claims on EEMS on behalf of registered users
  • Please note FA will not be able to process incomplete or unsigned claims.

New UoE staff/students (paper forms)

New members of staff will be provided with EEMS application form by HR administrators upon arrival to the Forum. Before new starts are registered on EEMS, they will need to submit paper expense claims.

Non-UoE claimants (paper forms)

The Expense Claim should be raised on a Casual Payment Voucher especially adapted for School of Informatics.

Workflow is the same as for new members of UoE (see above)

Claimant completes the following pages:

Page 1

  • Personal Details
  • And/or Bank Details

Page 2

  • Itemised description of expenditure
  • Under the analysis of expenditure there should be a line of detailed description of expenditure for each receipt, therefore please check that the information in this section doesn’t look too general, and there is an amount against the item.  Admin staff should also check that there is a receipt for each item

Bottom

  • Declaration
  • Destination and Source of Funding
  • Date of Expenditure
  • Purpose of Expenditure
  • Claimant’s signature

Forms are available on-line (hard copies can be obtained from the Finance Administrator): 

Paper Expenses claim 

Related link

Informatics staff expenses policy.