Expense Claim FAQs

What can be claimed as expenses?

An Expense Claim Form can only be used for the costs incurred while you are travelling for business purposes, and not for the travel itself. Business travel for you or a visitor (speaker/guest) (such as flights, train and hotels) has to be booked with our preferred supplier. Click here for instructions on booking Business Travel. If you, or an invited visitor, incur costs during a business trip (such as food, drink, taxis, buses and any other reasonable incidentals), then these costs can be claimed back. 

Where can I find an Expense Claim Form? 

Expense Claim Forms and full instructions can be found on the WiKi pages. Note that a completed Expenses Claim Form, a Bank Details Form and a single PDF of all receipts are required in order for a claim to be processed. 

Are there limits on the amount that I can claim?

Please scroll down to the bottom of the Instructions page to see the expense claim limits which form the UOY Travel and Expenses policy. It is advised that you read the UOY Travel and Expenses policy before incurring costs to ensure that they will be eligible to claim back. 

What is classed as a receipt? (Section 8 Travel and Expense FAQ : Claims process )

A proper receipt should show the supplier address and/or name, the breakdown of items  (plus VAT breakdown if applicable), the date of transaction, VAT registration number (if applicable) and the total amount due.

Note a credit card slip is not a receipt. Handwritten receipts are permitted from a supplier if a printed one is not available; they should be on headed or stamped paper clearly stating the supplier details, date of transaction and list the details of the items purchased.

If a proper receipt is not available, a line on a credit card statement is acceptable as long as the expenditure is clearly identifiable

How soon after the trip do claim forms need to be submitted?

Staff and visitors must submit expense claims within 3 months of the expense being incurred. After this, claims can no longer be processed. 

Can expenses be paid back to a company bank account?

No. Expenses can only be paid back to personal bank accounts. If the costs must be paid back to a company, then you will need to do this by raising a Purchase Order number and requesting a final invoice from the company. 

Can the cost of a conference registration be claimed back?

No. If you have to book a conference please email your Finance Officer to environment-finance@york.ac.uk OR sei-finance@york.ac.uk as they can pay for you with the Departmental Credit card. 

Should I convert foreign currency on the Excel claim form? 

No. Please do not convert the currency (unless you have a bank statement that you can attach), because the conversion rate fluctuates regularly. Our Department Finance Assistant, Maja Mackowska, will convert the currency for you when she receives the forms. 

What if the instructions on the main UOY Expense webpage differ from these instructions?

Please always follow our Departmental instructions found here.

For any queries which are not covered by our FAQs, please email Environment or SEIY finance inbox and I will be more than happy to help. If you have a question on Purchase Cards, Fees Invoices or Cash Advances then please contact us via the usual finance email addresses. 

Thank you, 

Finance Assistant