EXPENSES PROCESS - A Guide for students and visitors to UCL

Transcription

1 Page 1 of 5 EXPENSES PROCESS - A Guide for students and visitors to UCL In this guide the student, or visitor, making the expense claim is henceforth referred to as the Claimant. This guide is intended only for students or visitors to UCL as all UCL Staff must claim all expenses via the iexpenses process online. The examples below are for the claimant having a UK bank account. They still apply for the overseas bank account form, although it looks slightly different. COMPLETING THE EXPENSE FORM - 1. Personal information Claimants will need to enter their full name and home address onto the Expense form. Claimants must enter their surname, date of claim, and number of claims in the top line of form. Students must also ensure that they include their UPI number on the expense form (this is the unique 7- string code on your UCL ID Card, ABCDE12 ). In the Description field claimants should either state the name of the event, date and place (e.g. HBV Conference, Oxford, 19th 23rd Sep 2012) or name the type of purchases being made (e.g. workshop materials, materials for experiments, Expenses for March 2013).

2 Page 2 of 5 2. Bank Details Your personal bank details must be entered in the second part of the form as well as an address for correspondence regarding your expense claim.

3 Page 3 of 5 3. Analysis of expenditure section Once you have completed the first two sections of the form claimants should go straight to the fourth section of the form, the Analysis of Expenditure section. The key thing to remember when completing this section is: One receipt = one line! The Purpose of Expenditure field should be a description of the expense. For example, when travelling, the description must include where and when you travelled, (e.g. train journey from London Kings Cross St. Pancras to Oxford train station, 18th Sep 2014, or taxi from home (OX14 5HG) to Heathrow airport on 21 st Dec 2014). The Amount Foreign Currency and Rate columns are only to be completed if you are claiming reimbursement for receipts in a foreign currency. When you have such receipts please use the XE Currency converter site to calculate the amount of the total claim in GBP. Claimants will need to complete the columns, Amount Foreign Currency and Amount (in GBP) for every foreign currency receipt. If claimants have more than 5 receipts then a separate spreadsheet will need to be submitted with the Expense form that details all the additional lines. The total amount on the Expense Form should be inclusive of all lines.

4 Page 4 of 5 4. Description and amount columns After the Analysis of Expenditure section have been completed claimants should then complete the third section of the Expenses form. In this section Claimants must complete the Description and Project Code / Task / Award / Expenditure (PTAE) for the expenditure. The key thing to remember when completing this section is: One expenditure type = one line! * Unlike the Analysis of Expenditure section, Claimants should combine similar expenditure onto one line (e.g. all the travel expenses on one line, all the consumables expenses on another line, all accommodation expenses on the third line, etc.) * = However, different Project Codes cannot be combined on a line. So if different Project Codes are paying different parts of the expenses, even if it is for a similar activity or purchase, these must be broken down onto separate lines. The authorised signatory can advise you on this. The PTAE columns should be completed by the authorised signatory rather than the claimant. Please note that without the PTAE information the expense form cannot be submitted to the Accounts Payable section. If you are unsure who needs to sign your expenses form please contact the Finance Team for advice.

5 Page 5 of 5 Completed Expense Form? Once claimants have completed their Expense form the hard copy of the form must be passed to the Finance Team in the Departmental Office. Please note the following: All original receipts must be submitted. Photocopies are not acceptable. Expense forms must be signed by the claimant and the authorised signatory for the Project Code. The Finance Team will then check through the Expense form and then forward it onto the Head of Department (HoD) for their approval. Once the Expense form has been approved by the HoD the Expense form will then be sent to the Accounts Payable section (AP) for processing. If there are no queries regarding an Expense form, claimants should expect to receive payment within four weeks. If you have not received payment after 4 weeks please contact the Finance Team to query the status of your Expense claim. UCL Expense Policy - What you can and cannot claim for Please note that all expense claims must ultimately conform to the UCL Expenses policy as this is the definitive guide as to what can and cannot be claimed for: (Created 28 th September 2017).