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Submit your expenses online

You can can complete your expenses claims online and then print off the completed form, attach your original receipts and pass this to your manager for authorisation. 

Completed forms will be forwarded for payment to HR Services, 2nd floor Simon Building, Brunswick St.

All expense claims must be submitted within 3 months of incurring the expenditure.

Each claim should be sent containing an authorised signature and a valid finance code as soon as possible to avoid unnecessary delay.

We aim to pay staff expenses directly into bank accounts within two weeks of receiving the form.

General rules

Like all employers, the University is obliged by law to follow the rules imposed by HM Revenue and Customs (HMRC). These include a requirement that all expenses payments are "wholly, necessarily and exclusively" for work purposes.

If this is not the case, expenses may be paid only at the discretion of the University, and income tax and National Insurance Contributions (NIC’s) must be deducted from the payment.

HMRC also require that original receipts are provided with all claims. This gives the necessary proof that the expenditure was incurred and was for bona fide University business.

The University’s Financial Regulations and Financial Procedures include further rules on expenses. These can be found at:


If you have any queries about your expenses, please contact HR Services at: