Principles for cash reimbursements and advances to employees, research participants and students
The University has spent the past few years attempting where practical to become a cash free campus. The advantages from this provide a better audit trail for internal and external review, less administration and more security. There are a number of alternatives already in place for staff and external people to recover compensation for expenses and incidental payments, rather than cash.
Employees can claim using:
- The on-line expenses system
- Key Travel – Flights, rail, hotels, and car hire. If not available, then School Purchasing card.
- Cash passport
PhD Students (PGR)
- Key Travel – Flights, rail, hotels, and car hire. If not available, then School Purchasing card.
- PR7 Form for expenses
Students
- Key Travel – Flights, rail, hotels, and car hire. If not available, then School Purchasing card.
- PR7 Form for expenses
Non employees
- PR7 – external expenses and fee claim form paid direct into individuals bank account.
- PR20 – Research Participation claim form paid direct into individuals bank account.
- Gift / Shopping vouchers
It is appreciated that there may be instances where the above options are not practical. Below are a number of exceptional circumstances where the cash alternative may be permitted. Any requests must be supported with a full justification as to why cash is the most appropriate payment method.
Circumstances when cash may be considered
First Example
Researchers need to consider how they are to reimburse participants in advance of formalising the research documentation and ethics. If in doubt, then they should seek advice from their Research Finance Officer. The circumstances where cash may be considered are as follows:
- Recipient does not have a bank account.
- Recipient does not have a UK address.
- There are ethical reasons why the bank account details cannot be collected from participants who may have capacity issues that make cash payments more appropriate.
- If there are any other circumstances that will negatively impact on attracting and retaining the target audience participation, then please forward justification to the Income Office.
Second Example
Postgraduate Research Students (PGRs)
For fieldwork in the UK and around the world, PGRs may require an advance payment of funds into their bank account in order to cover on-ground essentials such as food, vehicle fuel and incidental costs. This advance is made by bank transfer against a detailed costing, authorised by the supervisors. Any unspent amount is repaid to UoM within one week of return from fieldwork.
Note that cash advances and cash repayments can only be in sterling.
Link to Reimburesment Form