Claimant Frequently Asked Questions (FAQs)
I don't know which cost centre to use - what should I do?
Check with your Line Manager/Principle Investigator (in the first instance), School Accountant, or School Research Finance Officer.
I don't know which task code to use - what should I do?
Please check with your Line Manager/Principle Investigator or School Research Finance Officer.
My expenses is split between multiple cost centre codes. How do I submit this?
You will need to submit this as multiple claim lines. Each line should have a different cost centre code with the relevant expense amount.
What is the 'Other Information' section in the expense claim form for?
This section enables claimants to provide additional details relating to the expense incurred, which the approver may need to approve the claim.
I don't have a receipt for my expense claim - can I still submit my claim request?
Yes, you can submit a claim without a receipt by selecting the appropriate category (e.g. Travel No Receipt Taxable) and sub-category (e.g. Train UK - No Receipt).
Please be aware that if a receipt is not attached to an expense claim line, the value/amount will be taxed before any necessary payments are made. This is in line with HMRC guidance.
Where do I attach my receipts/proof of expense approval?
All receipts must be attached to the relevant expense claim line item.
Any email approval from the Senior Leadership Team (SLT), Head of School, or other local approval needs to be attached at the overall form level and not at the expense claim line item level.
For further information, please refer to the training materials.
What file types can I upload as attachments?
Many file types can be uploaded - the most common types are .msg, .pdf, and .jpeg.
After submitting my expense claim through the MyView Expenses portal, is it necessary to retain a hard copy of my receipts?
Please retain your receipts until your claim is fully authorised and has been paid.
If you are claiming against any research grant codes, please check with your local Research Finance team as you may need to retain the hard copies for a longer period.
Should I use Key Travel or MyView Expenses to claim my travel-related expenses?
As per University policy, all business-related travel should be booked through Key Travel.
If Key Travel or the School purchasing card were not available/able to assist, then use MyView Expenses as a last resort. It is worth checking with your Line Manager to avoid any disagreements when it comes to remuneration.
My claim has been rejected - do I need to create a brand new one?
No. You can re-open the rejected expense claim by clicking on the re-open button, and make any necessary changes before re-submitting.
Please be aware that when a claim form is rejected and re-submitted, the approval journey will start over from the beginning.
Can I withdraw my expense claim?
Yes - claims can be withdrawn by the claimant at any stage during the approval process.
Please be aware that when a claim form is withdrawn to be re-submitted, the approval journey will start over from the beginning.
Am I guaranteed that my expense claim will be approved for payment?
If you are uncertain whether an expense is valid, please check with your Line Manager/Cost Centre Approver before you incur the expenditure.
I am claiming expenses on a cost centre code for which I am the Oracle Approver. How does the system behave?
There are three stages in the approval process - the second stage is the Oracle Approver.
The claim will go to your Line Manager for independent verification first.
Once this has been done, the claim will come to you as the Oracle Approver. You will then need to verify your expense claim details in line with the responsibilities for the role of Oracle Approver.