Expenses and Advances

The Expenses and Benefits Policy accessible from the Policy Zone provides guidance on the expenses and benefits provided by the University.

Before a claim can be entered, the individual claiming the expense must be set up in the Finance System. To request this, please complete this form: Staff/Student Expenses Set Up

Please use the following forms to enter the full details of your claim. Once the claim has been entered into the Finance System, the form should be sent to Accounts Payable, with all associated receipts.

• Expense Claim - (maximum 3 Claims)
• Expense Claim - (maximum 9 Claims)

Return the forms to

Accounts Payable
University Office
King's College
Aberdeen
AB24 3FX

The Cash Advances Detailed Procedure is accessible from the Policy Zone.

Members of staff who embark on foreign travel may claim cash advances if they will incur expenditure on behalf of the University while on the trip. Cash advances are only available for overseas travel and include foreign currency and traveller’s cheques (including sterling traveller’s cheques). Where possible the amount of advance should be kept to a minimum and payments made via a University credit card. Advances require 5 working days notification.

• Advance Claim Form (Foreign Currency Only)

This form must be completed and authorised in order to claim an Advance. Once completed it should be sent to:

Cash Office
University Office
King's College
Aberdeen
AB23 4FX

The Corporate Cards Procedure sets out the procedures on the use of Coporate Cards and is accessible from the Policy Zone.

The University may issue credit cards to staff members who travel frequently or who incur high levels of non-procurement expenditure. The cards are only available for business use and are to be used predominantly for expenses and not for the purchase of equipment.

• Application form for a credit card

This form should be completed, authorised by the Head of School/Section and returned to the Finance Section. The application will be reviewed and if approved, a Corporate Card Application Form supplied by the bank will be issued for completion, along with a declaration agreeing to the terms of use of the card.

Please send the completed application form to:

Cash Office
University Office
King's College
Aberdeen
AB23 4FX