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Expenses incurred wholly, necessarily and exclusively in respect of business carried out on behalf of the University will be eligible for reimbursement, provided they satisfy the guidelines set out in the University’s Expenses and Benefits Guide.

Making a claim

Claims should be made within two months of the expenses being incurred and should be authorised by your supervisor before being submitted to your local finance team for processing.    

It will take two to four weeks for claimants to receive payment into their account, if there are no queries about the expenses claim after it has been submitted.    

All items on a claim form must be supported by original, detailed receipts (or in exceptional cases where such receipts could not reasonably be obtained, a full explanation as to why); and all signatures required on the form must also be original and not copied. 

responsibility

In signing the claim, the claimant confirms that:    

  • The sums claimed were incurred wholly, necessarily and exclusively in respect of business carried out on behalf of the University      
  • The claim complies fully with the rules set out in the Expenses and Benefits Guide      
  • The claim is supported with detailed receipts or, in the exceptional cases where such receipts could not reasonably be obtained, a full explanation has been provided      
  • Where the claim is chargeable to an external funder (e.g. a research project), the claim does not contravene any funding rules

All employees of the University must ensure they comply with the Financial Regulations and Procedures.

OCDEM Expense account codes

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OCDEM Project Codes

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OCDEM Project Expenditure Types

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