The Claimant (or their Delegate) should submit an expense claim for approval by selecting the correct category and sub-category, the correct Cost Centre code, and attaching receipts (where relevant).

Employees can request that the responsibility for raising their expense claims is delegated to anyone within the University - this should be done by using the 'Delegation Request' form available in MyView.

The responsibilities of the Claimant (or their Delegate) within the University’s expenses process are outlined at the bottom of this page.

Once a Claimant (or their Delegate) has submitted an expense claim, the Claimant’s direct Line Manager will receive an email notification asking them to take action on the claim (i.e. approve or reject). They will have 7 calendar days to take action on the claim.

If no action is taken within this 7-day approval window, the system will automatically forward the approval request up to the next level of manager – i.e. the Line Manager’s direct Line Manager (referred to as ‘Alternate Line Manager’). More details about this are available below.

A Line Manager cannot delegate their authorisation responsibilities to anyone else. This ensures compliance with the University’s Financial Procedures, which require the person responsible for authorising an expense claim to be of a higher grade or professional standing than the Claimant.

The responsibilities of a Line Manager within the University’s expenses process are outlined at the bottom of this page.

If the Claimant's direct Line Manager has taken action on the expense claim within the 7-day window, the Alternate Line Manager stage of the process is skipped.

If a Claimant's direct Line Manager does not take action on the expense claim within 7 calendar days, the system will automatically forward the approval request to the Alternate Line Manager (i.e. the Line Manager's direct Line Manager).

The Alternate Line Manager will receive an email notification asking them to take action on the expense claim (i.e. approve or reject). They will have 7 calendar days to take action on the claim.

If no action is taken within this 7-day approval window, the approval request will timeout and the expense claim will be sent back to the Claimant (or their Delegate) as 'rejected'.

An Alternate Line Manager cannot delegate their authorisation responsibilities to anyone else. This ensures compliance with the University’s Financial Procedures, which require the person responsible for authorising an expense claim to be of a higher grade or professional standing than the Claimant.

The responsibilities of an Alternate Line Manager within the University’s expenses process are outlined at the bottom of this page.

Once a Claimant's direct Line Manager (or Alternate Line Manager) has approved the expense claim, the Oracle/Cost Centre Approver will receive an email notification asking them to take action on the claim (i.e. approve or
reject). They will have 7 calendar days to take action on the claim.

If no action is taken within this 7-day window, the approval request will timeout and the expense claim will be sent back to the Claimant (or their Delegate) as 'rejected'.

Oracle/Cost Centre Approvers should set a 'vacation rule' in Oracle Financials when they will be away from the University for longer than one day. Details of the 'vacation delegate' will be sent through to ResourceLink via an overnight feed from Oracle Financials, and the information tables for the MyView Expenses module will be updated - any affected claims will then move to the 'vacation delegate'.

The responsibilities of an Oracle/Cost Centre Approver within the University’s expenses process are outlined at the bottom of this page.

Any claims that require additional scrutiny by Treasury or Immigration are sent to them for review after the Oracle/Cost Centre Approver stage (Approval Stage 2A).

This additional scrutiny is required as follows:

• Treasury - any sub-category above a specified value will be sent to the Treasury team for review and action
• Immigration - all claims within the 'Skilled Worker and IHS' (previously 'Tier 2 Visa and NHS Surcharge') sub-category will be sent to the Global Mobility Team with People and OD Operations for review and action

All approvers in the relevant team will receive an email notification asking them to take action on the expense claim (i.e. approve or reject). Claims sent for this conditional approval will not timeout.

Claims that are approved at this stage will move forward to Payroll. Claims that are rejected will be sent back to the Claimant (or their Delegate).

The Payroll team is responsible for taking action on approved expense claims. There is no approval window/timeout period for this stage.

Payroll will accept approved expense claims into the system so they are ready for payment in the next appropriate and available payroll run:

• Non-taxable claims will be paid on the Weekly Expenses Payroll
• Taxable claims will be paid alongside the Claimant’s monthly salary (either mid-month of end-of-month)

The Claimant (or their Delegate) has the following responsibilities within the University's expenses process:

• Claims must be submitted within 3 months of incurring the expenditure
• Anything which could be procured through other routes should not be claimed through expenses – for example, travel and accommodation should be processed through Key Travel
• Expenses will not be paid in advance of an event
• Claims must be wholly, necessarily, and exclusively for work purposes. If this is not the case, expenses may be paid at the discretion of the University, and income tax and National Insurance Contributions (NICs) must be deducted from the payment
• Claims must be completed accurately and use a valid cost centre code
• The Claimant (or Delegate) must know the correct code at the point of submitting the expense claim
• Supporting images of original receipts are to be uploaded for each claim
• If a receipt is not present, the claim must be submitted as a taxable expense claim (with the exception of mileage claims)
• Each expense claim made must be compliant with the Financial Procedures, as outlined in the University policy
• Claimants must submit no more than 100 items in a single expense claim form

The Line Manager (or Alternate Line Manager) has the following responsibilities within the University's expenses process:

• Validate that the Claimant is a member of your team
• Confirm that the Claimant has incurred legitimate and refundable expenditure, wholly for work purposes
• Ensure approval by a member of SLT is attached to the claim (where relevant)
• Approve or reject the expense claim within 7 calendar days. Failure to take action within this 7-day window will result in one of the following:
  • 1. If you are the Claimant's direct Line Manager, the approval request will be sent to your Line Manager to action (the 'Alternate Line Manager')
  • 2. If you are the Claimant's Alternate Line Manager, the approval request will timeout and the expense claim will be sent back to the Claimant (or their Delegate) as 'rejected'

The Oracle/Cost Centre Approver has the following responsibilities within the University's expenses process:

• Ensure approval by a member of SLT is attached to the claim (where relevant)
• Ensure that claims are wholly, necessarily, and exclusively for work purposes
• Check that the Cost Centre (finance/activity code) is valid and accurate
• If the Cost Centre relates to a Research code, ensure the Task Code is also correct
• Check the expenditure is a legitimate expense for the cost centre
• Check there is sufficient budget to cover the expense claim
• Check if a corresponding receipt is attached to each line item of the claim, and that the claim is valid as a non-taxable claim
• If no receipt is attached, the claim group selected must indicate 'No Receipt (taxable)' and the claim type must indicate 'No Receipt'
• Check the claim attachment/receipt to ensure that the amount shown is the same as the amount claimed
• Check the receipt is valid for the expenditure (e.g. a taxi receipt is not submitted for a claim for subsistence)
• Take responsibility for accepting a cost that may deviate from policy (e.g. travel that should have gone through Key Travel)
• If you reject a claim, ensure you complete the 'Rejection Notes' section to inform the Claimant why their claim has been rejected
• Ensure you set your 'vacation rule' in Oracle if you will be away from the University for a day or more. This will ensure the claim will be forwarded onto the appropriate person while you are away
• Approve or reject the expense claim within 7 calendar days. Failure to take action within this 7-day window will result in the claim being automatically rejected back to the Claimant (or Delegate) - the Claimant can resubmit the claim, but it will need to start the approval process from the beginning