Expense Claims

FULL DETAILS ARE CONTAINED IN THE UNIVERSITY'S FINANCIAL REGULATIONS
PLEASE READ http://www.admin.ox.ac.uk/statutes/regulations/101-078.shtml

Expense Claims are processed by the Departments Finance team before they are passed to University Central Finance for final vetting and payment. The University operates a weekly payment schedule with funds taking a further 3 working days to reach claimants bank accounts. In normal circumstances therefore, claimants should allow 3 weeks for reimbursement from the date that the Departments Finance Team receives the claim.

The latest form that should be submitted is: Expenses Claim Form ~75kb , Expenses Claim Form ~22kb . This form also includes a section on "Supplementary Details" (see late submission below), a "guide for completion" and an "example".

Some key points to note:

1. Any claims that include entertainment should complete the following form in full Entertainment Claim Form ~25kb. This form is to ensure that individuals do not incur income tax or national insurance liabilities.

2. Late submission - if the claim is not submitted within 2 months of the expenditure being incurred then a form (part of the claim form) will need to be completed.

3. Travel on Department business- University recommended Travel agents are ATPI or wef 30/3/09, 3 competitive quotes can be obtained from Ian Allen Travel Ltd, Key Travel and Oxonian Travel by submitting electronically a form that can be obtained from  the University website.

All of these Travel agents will accept University purchase order numbers so that individuals do not have to pay up-front and then reclaim.
Further guidance can be found at Travel on Departmental Business notes ~29kb.

4. Claims for Mileage Costs - to comply with new requirements from HM Revenue and Customs, the following guidance must be followed Expense Claims for Car Mileage Reimbursement ~29kb.

5. Receipts for all amounts claimed must be included.

6. State on the claim form the subject of the claim e.g. 6th International Conference.

7.When submitting claims for expenses incurred in foreign currencies, Claimants may:

Convert into sterling by using the rates quoted in a verifiable and reliable source, such as the Financial Times, Times, Girobank, etc. As part of the claim submission the source and date of exchange rate used should be clearly quoted.

This calculation must use the rate in force AT THE TIME OF THE EXPENDITURE and must comply with any funding rules if claimed against a research grant or other funding source.

Convert at the actual sterling equivalent incurred if evidenced by accompanying documentary evidence e.g. copy of relevant entry on credit card or bank statement of cash exchange slip.

Leave the conversion to be calculated by the Department’s finance team at exchange rates advised by the University.

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