Updated expenses policy now available
08 Sep 2026
The updated expenses policy is now live. Please use it for all expense claims and to prepare for claiming expenses in Oracle Fusion from November 2026.
An updated University Expenses Policy (August 2026) (The University of Manchester) is now available and should be followed for all expense claims, ahead of the launch of Oracle Fusion in November 2026.
Developed with colleagues from across the University, the policy reflects feedback gathered through stakeholder insight sessions, workshops and policy reviews. It provides clearer, more consistent guidance to support everyone who submits or approves business expense claims.
The policy explains:
- what can and cannot be claimed
- how to submit expense claims
- what approvals are required
- how the University meets its legal and HMRC obligations.
What’s changed?
- Car mileage rates have increased to 55p per mile, with a new 7p per mile rate for electric vehicles on the salary sacrifice scheme.
- Subsistence limits have been updated, and alcohol is no longer included.
What’s stayed the same?
- Claims must be work-related, receipted and submitted within three months.
- Expenses should mainly be for out-of-pocket travel costs.
- Goods and services should continue to be purchased through normal procurement routes - Procure to Pay Purchasing Routes.
- Travel should be booked through Key Travel - Travel | Directorate of Finance | StaffNet | The University of Manchester.
- Claims that do not meet the policy may need to be returned or rejected, so please check the guidance Expenses Policy (August 2026) (The University of Manchester) before submitting.
- For research-funded activity, funder terms and conditions still apply. Oracle Fusion will capture more detailed expense information and evidence, but colleagues must continue to check expenditure against the relevant grant or funder requirements.
Why are we updating the policy?
The updated policy supports the University’s wider Future Foundations transformation by simplifying processes, improving consistency and ensuring the new Oracle Fusion expenses process is supported by clear, up-to-date guidance.
It provides a consistent approach to business expenses across the University. Reviewing the policy now will help colleagues become familiar with the guidance before the new process goes live in November 2026.
What this means for you
- One policy – a single source of guidance for all University business expense claims, bringing everything you need to know together in one place.
- Clearer guidance – straightforward information explaining what can be claimed, how claims should be submitted and what approvals are required.
- Be ready for November – Familiarising yourself with the policy now will make it easier to submit and approve expense claims when Oracle Fusion goes live.
What you need to do
Whether you submit expenses regularly, occasionally travel for work, or approve claims on behalf of colleagues, please familiarise yourself with the updated policy.
- Read the updated expenses policy - Expenses Policy (August 2026) (The University of Manchester)
Developed with colleagues, for colleagues
The updated policy has been developed with colleagues from across the University through workshops, stakeholder insight sessions and policy reviews.
Their feedback has helped create guidance that is clearer, more consistent and reflects the different ways colleagues work across the University.
Thank you to everyone who contributed their time, expertise and feedback.
This collaborative approach reflects the principles of Future Foundations and our Delivery Handbook – designing services with colleagues to create simpler, more consistent ways of working.
What happens next
If you have any questions about the updated policy, please contact finance.helpdesk@manchester.ac.uk
To find out more about Future Foundations and how Oracle Fusion will change the way we work, visit Future Foundations.