Expense Claim Forms - Instructions

Owned by Marcy
Last updated: 07 Oct, 2024 by Maja Mackowska
3 min read

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. Create a PDF or WORD file of all supporting receipts - please note credit slips will not be accepted. 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 are the budget holder claiming expenses you must seek your line manager's approval - via email.
    If you're uncertain about who the budget holder is, please refer to column C:
    1. E&G
    2. SEIY
  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.
 

HOW TO FILL OUT THE FORM:

  1. Complete all the cells highlighted in the example form below. 
  2. When entering expenses, be sure to include the number from the corresponding receipt.
  3. Provide specific details regarding when and where you traveled in the "reason for claim" section.
  4. Please group costs into categories and dates. Do not combine the costs on one line:
    • 1. 06.09.2023 Meals UK - breakfast
    • 2. 06.09.2023 Meals UK - lunch
    • 3. 07.09.2023 Meals UK - lunch (business meal with Jane Doe from the Università Ca' Foscari)
    • 4. 07.09.2023 Meals Overseas - dinner (claiming EUR 15 of EUR 60)
    • 5. 08-14.09.2023 Accommodation Overseas (6 nights)
  5. When including expenses in foreign currency DO NOT convert it to GBP unless you have a bank statement or/and exchange rate slip attached within the receipt file. 
  6. Ensure to attach readable receipts, with clearly visible dates, with your claim.
  7. When making a partial claim from a receipt, highlight the specific items you are seeking reimbursement for and provide details on the expense form (refer to the example below).
  8. When claiming expenses for other, e.g. business lunch, ensure to share their full name and organisations they are affiliated with (refer to the example below).
  9. If needed add more rows or columns to the form.

EXAMPLE Expense Form:


EXAMPLE RECEIPT and REDACTED BANK STATEMENT


STILL HAVE QUESTIONS ABOUT YOUR EXPENSE CLAIM? CLICK HERE TO READ OUR FAQs. 

For any queries which are not covered by our FAQs, please email Environmentor SEIY finance inbox and I will be more than happy to help. 

Thank you, 

Maja Mackowska - Finance Assistant