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HOW TO GET YOUR EXPENSES AUTHORISED AND PAID:

1. Download the expense form from Google Drive. Complete it and save it an Excel format.
2. If it is your first time claiming expenses, complete a Bank Details Form. If you are a student don't fill in the form, instead, submit your bank details HERE.
3. Follow the below instructions on "HOW TO FILL OUT THE FORM" and check the policy to ensure your expenses are eligible to be reimbursed.
4. Createa PDF or WORD file of all supporting receipts. Ensure the entire receipt is visible and numbered. Ensure that if you're submitting bank statements alongside your receipts (for instance, when receipts are in a foreign currency and bank statements display the value in GBP), you match each bank statement with its corresponding number on the receipt.
   
5. Email the form along with the receipts file to your authoriser (the budget holder for the grant) for expense authorisation; cc Finance E&G inbox or SEIY inbox.  The authoriser must clearly confirm via email, for the audit trail, expenses are approved.
   If you're uncertain about who the budget holder is, please refer to column C. The authoriser must clearly confirm via email, for the audit trail, expenses are approved. 
6. Once approved, Finance will start processing your claim. Please anticipate possible additional inquiries and respond promptly when required.
7. Please be aware that in the case of multiple expense claims, each one must be submitted in its own, separate email thread.

It is important to note that expense forms must reach the Accounts Payable (AP) team, within three months from the date of the incurred expense. Therefore, please ensure to submit your authorised claim to the Finance team as soon as possible.
However, if you are travelling the countdown starts from the day you return. For example, if you bought a ticket in February, traveled, and returned in June, you still have a 3-month window starting from June to request reimbursement for the costs. Reimbursement will not be processed before the completion of your trip. 

HOW TO FILL OUT THE FORM:

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