Expenses and Advances

Policies

• Expenses and Benefits Policy
• Expenses and Benefits Policy summary

Online expenses - useful tools

• Air Travel Distance Calculator
• Road Travel Distance Calculator
• Generic Distance Calculator

Submitting an Expense Claim

University Staff

To submit an expense claim, use the Finance Self Service system.

• Finance system user guides
• Expenses and Travel Guidance: updated January 2016

Non University Staff

To process a Non University Staff Expense please use the Other Expenses Form.

Students

Undergraduate students wishing to claim expenses should contact their school office to submit expenses on their behalf.

Postgraduate Research students can enter their own claims, if their registration form is approved by their school. To register to use the system the student should complete the registration form below, with no additional roles required to be selected.  A specific default sub-project can be selected if they will be claiming from the same code each claim.  Once this has been approved by the financial planning team they will then be set up in the system and will receive an email to advise them that they can log in. This email will contain the user guides and links that they will require to use the system.  This can take five days from approval. Please note that students must enter their line manager/supervisor as failure to do so will delay the set up.

Finance System Registration Form

All students can submit their bank details for payments via the link below:

Expenses Setup Form

The Cash Advances detailed procedure is accessible from the Policy Zone.

Members of staff who undertake foreign travel may claim a cash advance if they will incur expenditure on behalf of the University whilst on the trip.  Cash advances are only available for overseas travel and are paid in GBP to the staff member’s bank account.  The amount of the advance should be kept to a minimum with expenditure being incurred through normal procurement processes wherever possible.  On their return the member of staff must submit an expense claim to account for the expenditure and any outstanding cash should be returned to Finance.  Staff will not be issued with another advance until outstanding advances are cleared.  Advances require 5 working days notification.

• Advance Claim Form (GBP 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 Corporate 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