Claimant (or Delegate) Role and Responsibilities

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. As a Claimant (or Delegate) you 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