Expenses

About

Expenses can be claimed for a number of items and events, as long as they are "wholly, necessarily, and exclusively" for work purposes. This is a rule imposed by HM Revenue and Customs (HMRC).

The majority of colleagues should submit their expense claims online via Oracle Fusion, with a few exceptions. More details about submitting a claim are available here

Please note that all expense claims should be submitted within 3 months (90 days) of incurring the expenditure.

When will my expense claim be paid?

All claims submitted via Oracle Fusion are paid in the first appropriate and available payroll once the claim has been fully authorised. Non-taxable claims are paid weekly, and taxable claims are paid alongside your normal monthly salary. 

Please note that External Examiners have a separate form to use and process to follow when making expense claims - click here to find out more.

General Rules

Like all employers, the University is obliged by law to follow the rules imposed by HMRC. These rules 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 at the discretion of the University, and both income tax and National Insurance Contributions (NICs) 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 that it was for University business.

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

• Financial Regulations
• Financial Procedures