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 in the Roles and Responsibilities section.

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 in the Roles and Responsibilities section.

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 over.

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 in the Roles and Responsibilities section.

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.

The responsibilities of an Oracle/Cost Centre Approver within the University’s expenses process are outlined in the Roles and Responsibilities section.

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 'Tier 2 Visa and NHS Surcharge' sub-category will be sent to the Immigration 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)