Expenses
Information about expenses.
Please note
Staff expenses: UoE staff can submit their expenses claims via the People and Money system.
Students Expenses (PGR students, including CDT students)
Please follow the offline process as detailed below.
Finance Operations SharePoint - https://uoe.sharepoint.com/sites/FinanceOperations
Finance Operations SharePoint page for Expenses and Advances - Expenses & Advances (sharepoint.com)
Relevant PAM guidance for student expenses - Process 4.3 D Student Expenses Claims.docx (sharepoint.com)
PGR students who need to claim back expenses must complete sections 1 to 3 of the relevant Student Expenses Claim form (provided below), and then submit it to the correct Finance Administration team.
Please review the EXEMPLAR EXPENSE SUBMISSION below and follow this example when preparing your claim documents.
The more organised the expense submission, the easier it is for the Finance Administrator to review and process the request and the quicker the claim will be submitted to Finance Helpline for payment.
Poorly organised, incorrect or incomplete expense claims will delay the speed at which the claim can be processed and maybe rejected and returned to students for correction and resubmission.
General guidance
- Ensure all requested information is accurately provided.
- Submit all evidencing receipts and currency conversions (if applicable), which must be scanned and submitted as ONE (two at most) collated PDF document as an attachment to the email (please don't share via a SharePoint or a OneDrive file, as access via our group RT email address is not possible).
- Please do not submit an email request with many many separate receipt attachments
- Please redact individual items on receipts you are not claiming for e.g. if there is an alcoholic beverage or other non-claimable items on the receipt, redact them along with their costs and recalculate the value of the amount claimed. This will help the reviewer quickly check the amount on the receipts v the amount being claimed.
- Expense claims missing the required itemised receipts cannot be paid - they will be rejected by the central Finance team.
- Submit evidence that the budget holder gave prior approval to spend the funds against their budget; for CDT students this will be a copy of the approved funds requests form (FRF), for other students this is likely to be a copy of an email from the budget holder.
- Remember to retain original receipts if required by your funding body.
YOUR FORMS MUST BE SUBMITTED FROM YOUR UNIVERSITY EMAIL ADDRESS ONLY. PLEASE PUT EMAIL SUBJECT HEADING AS: "FORENAME SURNAME - UUN - Student Expense Claim"
NON-CDT STUDENTS, USE THE CLAIM FORM AND EXEMPLAR TEMPLATE BELOW:
CDT STUDENTS, USE YOUR PROGRAMME SPECIFIC CDT EXPENSE CLAIM FORM AND EXEMPLAR TEMPLATE BELOW.
Where to submit your forms will depend on what category of PGR student you are and what budget you are claiming against.
| Student Category and funding source: | Who to submit to: | Where to submit to: | Local budget approver |
|
Institute-led PGR student (non-CDT students)
|
Craig Smith and Karolin Reh Research Finance Administrators, Research Office (via the generic Research Finance Office email address) |
finance-research@inf.ed.ac.uk |
Directors of Institute and/or Portfolio Manager |
|
Institute-led PGR student (non-CDT students)
|
Donna Bolland ISS Finance Administrator, Finance Business Support Team (via the generic IGS email address) |
Lindsey Fox (IGS) Gillian Bell (ITO) |
|
|
CDT students claiming against:
|
Abbey Morgan CDT Finance Administrator, Finance Business Support Team (via their respective CDT RT ticket system) |
CDT NLP to cdt-nlp-info@inf.ed.ac.uk CDT BMAI to BiomedAI-cdt@inf.ed.ac.uk CDT RAS to ras-cdt@inf.ed.ac.uk CDT PPAR to ppar-cdt@inf.ed.ac.uk CDT DSCI to datascience@inf.ed.ac.uk |
CDT Portfolio Manager - Neil Heatley / Pippa Ward (or Lindsey Fox in their absence) |
You claim will be picked up by the receiving administrator and passed onto the responsible Finance Administrator, who will check:
- Compliance with the UoE expenses policy
- Information is complete and accurate
- Funds were pre-approved by the budget holder
- Receipts are all present and correct / all required evidence has been received
- Check / add correct budget codes to form
Any issues, the Finance Administrator will liaise with you (the student) and/or the respective Administrator to resolve the issues.
If the request is declined, you will be informed accordingly.
Once satisfied that the expense claim can be processed, the Finance Administrator will seek local approval by the approving budget holder of the codes which are being charged against.
Once local budget holder approval has been given, the Finance Administrator will check to see if you (the student) is set up on PAM as a supplier (if not, they will request this via Finance.Helpline) and then submit the payment request to the Finance.Helpline.
The Finance Ops team will then pick up the request and process the payment in the new PAM system.
Please note that (currently) the School has no oversight of this part of the process, so it is difficult to know what status an expense claim is in following submission to the central Finance team.
(NB: this is a new way of working for all staff, and Finance Operations team will be dealing with a large workload whilst getting to know the new system, so your patience and understanding at this time would be appreciated).
External Examiners and other non-staff visitors
Please follow the offline process as detailed below.
To claim back expenses:
a) complete sections 1 to 3 of the Non-staff Expenses Claim form (also available to download from Finance Forms | The University of Edinburgh)
b) Submit the completed form, together with scanned copies (in pdf format) of all relevant itemised receipts, to school-finance@inf.ac.uk
The Finance Business Support Administrator will then process the claim via the "PAM Process 4.3C - Non staff expenses" (available from Expenses & Advances (sharepoint.com))