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Forms and Downloads
Staff Expenses
Staff expenses
These must completed with full business reasons for the expenditure and be correctly coded and authorised at the School / Department before being passed to the Payments Team for processing. The deadline for these forms is 15th of the month. Any forms received incomplete or incorrect will be returned to the department for amendment and will be delayed until the next pay period if not returned before the deadline. Any expenses forms received after the deadline will be paid in the next pay period.
The accepted mileage and subsistence rates and the Expenses Policy can also be found in the Financial Administration Handbook.
Staff expenses form - this can be located in the Finance Administrator's Handbook - Forms & Downloads
Barclaycard Company Credit and Purchasing Cards
Following Barclaycard's system upgrade, we now have a certain amount of electronic access, causing subsequent changes to the application process for new cards.
In the Finance Administrators Handbook - Forms & Downloads, there is now a link to an electrinic version of the application form, as well as the Internal Authorisation / Terms & Conditions and card logs. Below are notes on how to complete the form and information that is required
The Credit card and Purchasing cards logs required for reconciliation of expenditure on Company cards can be downloaded from the Financial Administration Handbook
All expenditure should be supported with receipts and a valid business reason for the expenditure.
The balance on the cards is paid by Direct Debit one week after the date on the statement and the individual balances on the cards is cleared at midnight on the date of the statement – usually 8th of the month for Credit cards and 15th of the month for Purchasing cards.
It is the responsibility of the card holder to make sure they have enough credit left before embarking on a trip or other purchase with their card.
Summary of Usage
Credit cards should be used to pay for hotels etcetera, incurred whilst away on University business and have no transaction limit.
Purchasing cards should be used to purchase smaller items up to a limit per transaction of £250, the idea being to cut down on the number of small value purchase orders raised.
Staff Advance Requests (for field trips)
Staff advances should only be used for members of staff.
All staff advance requests should be coded and authorised by the School / Department and passed to Finance Manager / Management Accountant for authorisation. The request should then be passed to Lorraine Parsons for action. They are paid via Cedar directly into the recipient’s bank account.
The employee MUST then complete an Expenses Claim Form upon their return accounting for all the expenditure incurred, and deduct the advance from the total due. Any extra funds received in excess of the amount of actual expenditure MUST be repaid to the University.
Fornightly Payments Run Schedule
The Fortnightly Payments Run Schedule 2009 - 2010 can be found below.
