Updated expenses policy
07 Sep 2026
Help your team prepare for claiming expenses in Oracle Fusion from November 2026.
An updated University Expenses Policy is now available ahead of the introduction of our new expenses system, Oracle Fusion, in November 2026.
As a manager, you play an important role in helping colleagues understand the updated policy and prepare for the new expenses process before go-live.
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.
- Claims that do not meet the policy may need to be returned or rejected, so please check the guidance 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.
What you need to do
Before November, please:
- Read the updated expenses policy and understand how it applies to your area.
- If you approve expense claims, familiarise yourself with your approval responsibilities and the standards expected when reviewing claims.
- Share the policy with your team and encourage colleagues to read it before Oracle Fusion goes live.
- Encourage colleagues to prepare early, rather than waiting until November.
Why this matters
From November 2026, all business expense claims will be submitted and approved through Oracle Fusion.
Becoming familiar with the policy now will help you support your team confidently and ensure expense claims are processed consistently from day one.
Your role as a manager
Managers are central to helping colleagues adopt new ways of working.
By understanding the updated policy and discussing it with your team, you'll help colleagues feel more confident and prepared ahead of go-live.
You don't need to have every answer, but you should know where to find the guidance and how to direct colleagues to the right information and support.
Read the policy
Additional guidance, training materials, FAQs and support resources will be shared over the coming months as we prepare for Oracle Fusion go-live.
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