FIN/LSF/1
Application for support from the
Learned Societies Fund - School of
Architecture
Eligibility for applications to the Learned Societies Fund is restricted to:
(i)
academic and academic-related staff;
(iii) registered postgraduate students who are not able to obtain support for attending learned society
meetings from their sponsors
For guidance then please see ‘Guidance notes on completing a Learned Societies Fund Application Form’ printed
at the end of this form.
Forms must be completed in full and returned tot the Director of Research (`Jian Kang) for staff applications or
the Director of the Graduate School (Stephen Walker) for postgraduate student applications for approval. Please
note that the School of Architecture has a restricted fund available and not all applications for support will be
successful. Claims which have not received prior approval will not be met. Claims should be submitted within two
months of the expenditure being incurred via the normal expenses claims process citing the department’s LSF
code, 308970. Failure to do so may delay payment, or nullify the claim. The Learned Societies Fund is unable to
reimburse claims to an individual in advance of the costs being incurred.
Please complete this form using clear block capital letters. .
Section A – Attendee Details
Professor/Dr/Mr/Mrs/Ms/Miss*
Surname:
Forename(s):
Post held:
Department:
Learned Society/Meeting Title:
Country:
Venue:
Date(s):
Number of Nights Accommodation:
Reason for attendance:
A*
B*
Please see Guidance Note 2 and delete * as applicable
If A please provide title of work:
1
FIN/LSF/1
Author(s) name(s):
Has funding been sought from elsewhere?
Y*
N*
If yes please provide details:
2
Please see Guidance Note 3and delete * as
applicable
FIN/LSF/1
Section B - Expenditure Details
Please see Guidance Notes 4, 5 and 6
Total Cost*
Learned Society
Contribution
Conference Fee
Travel
Accommodation and/or subsistence
Total
Please provide Cost Centre or WBS Code
Departmental Charge Code (Debit)
308970
Claimant Signature:
Date:
Approver’s Signature*:
Date:
* Please see Guidance Note 3
GUIDANCE NOTES ON COMPLETING A LEARNED SOCIETIES FUND APPLICATION FORM
1.
Claims to the Learned Societies Fund are limited to one in any academic year (1 October to 30 September).
2.
The University provides an allowance towards expenses in attending meetings of learned societies as follows:
(a) to give an oral account or a poster of original research work, of which the member of staff is the author
or joint author, at a meeting of a learned society of national standing to be held worldwide, with a view
to publication of the work by or for the society (costs will be met for only one contributor when
presenting multi-authored work);
(b) to attend a meeting or meetings, as an officer or member of the council of a learned society. In these
circumstances reimbursement should initially be sought from the learned society and only if not
reimbursable, should a claim be submitted to the University. The claim form should be endorsed to this
effect by the claimant.
3
FIN/LSF/1
3.
All claims must be signed by the Approver.
In countersigning applications from registered postgraduate
research students, the Approver is attesting to the fact that the student has exhausted the support available
from his/her sponsor.
4.
The following expenses are allowable for meetings outside Sheffield:
(a) A contribution (maximum £28) towards the Conference fee.
(b) Travel costs up to maximum of a standard second class rail fare may be claimed. Rail expenses must be
supported by the rail tickets. In the event that an applicant uses their own car rather than a train to go
to a Conference this is not covered by the University’s insurance. In addition, the applicant must state
why this method of transport was used together with the names of any passengers.
The maximum
amount claimable will be the equivalent standard second class rail fare. For travel outside of the UK, the
maximum amount claimable will be £250.00.
(c) A maximum of three nights accommodation for any one meeting at the actual cost of accommodation
and subsistence, subject to a maximum figure of £42 per night (£49 for inner London).
(d) If overnight absence is not necessary, and a meal or meals are purchased while more than 4 miles away
from both home and the normal place or work, a daily subsistence allowance is claimable on the
following scale:

For absence for more than 5 hours spanning one normal mealtime - £6.00

For absence for more than 10 hours spanning two normal mealtimes £10.00

Begin their journey before 7.00 am and take breakfast en-route; complete their journey home or
to their normal place of work after 7.00 pm; and are absent from each for more than 12 hours
spanning 3 normal mealtimes, and subject to certification by the member of staff that the
outward journey commenced before 7.00 am and the return journey was completed after 7.00 pm
- £15.40.
(e) Subsistence claims that do not satisfy the 4 mile/minimum 5 hours absence rule will not be reimbursed.
(f) Subsistence allowances may not be claimed by staff whose normal place of work is on campus but are
visiting other university sites. Neither may subsistence allowances be claimed in respect of conferences or
visits where meals are provided as part of the conference or visit.
(g) Wherever possible, staff should arrange rail and air journeys through one of the approved travel agents
(see University Policy on procurement for further details).
(h) Taxi fares are only allowable to the value of £5.00.
5.
Expenses for meetings within Sheffield are restricted to the contribution (maximum £28) towards the
Conference fee.
6.
ALL CLAIMS FOR SUCH EXPENSES MUST BE ACCOMPANIED BY APPROPRIATE DOCUMENTARY EVIDENCE
4