THE UNIVERSITY OF EDINBURGH
SCHOOL OF SOCIAL AND POLITICAL SCIENCE
INTERNAL EXPENSES CLAIM FORM (UOE STAFF/STUDENTS ONLY)
VISITORS TO UoE OR EXTERNAL MEMBERS – PLEASE USE EXTERNAL EXPENSES CLAIM FORM
Name of Claimant _____________________________________
Staff/Student Number __________________
Source of Funding: Cost Centre / Job Code ________________ OR Name of Fund _________________________
Total Value Claimed £____________________ or in Foreign Currency (if applicable) _______________________
DECLARATION
I certify that the expenses b e l o w were incurred by me in connection with
__________________________________________________________________
Location ___________________________________
on (dates) ______________
Signed by (claimant) __________________________________
Date ___________________
Authorised by (Budget Holder) __________________________
Date ___________________
ANALYSIS OF EXPENDITURE – GUIDANCE ON ALLOWABLE EXPENDITURE IS OVERLEAF
Item No
Description of Expenditure (details of travel, subsistence, other)
Value in
GBP
Value in Other
Currency
1
2
3
4
5
6
7
8
9
10
11*
TOTAL
Currency exchange rate used**:
GBP
*For more items please submit a spreadsheet.
**Historical exchange rate should be applied according to the date of transaction (not the date of claim).
Other
EXPENSES GUIDANCE (BASED ON THE UNIVERSITY OF EDINBURGH EXPENSES POLICY)
ECONOMICAL
The most economical ways of travel (public transport, standard/economy class) and only
reasonable costs of subsistence and entertainment will be reimbursed.
ORIGINAL
All expenses must be receipted with original proof of payment.
ITEMISED
Credit/debit card receipts must be accompanied by an itemised sales receipt (e.g. food, drink,
hotel rooms and rail travel items).
PERSONAL
Ensure only your personal expenditure is being claimed for reimbursement into your bank
account; for anybody else, including conference partners, reimbursement should be directly into
their bank accounts via a separate *external* expenses claim form.
EXCEPTIONS
Please describe circumstances for claims that do not fit the criteria above.
EXAMPLES
An example of expenses that cannot normally be reimbursed is travel between home and work,
business class travel, mileage expenses when cheaper transport is available for the same route.
TRAVELLING ON When travelling on business, accommodation costs per night should not normally exceed £100.
BUSINESS1
Meals are also subject to a specific limit and should not exceed £40 lunch/dinner per person.
Accommodation Discretionary tips are disallowed, but service charges are acceptable. Guidance on alcoholic
Subsistence
beverages is in the identically titled section below. Entertaining others while away on university
Hospitality
business would not normally be reimbursed.
Mileage
When claiming mileage (current rate is 45p2 per mile), please specify the date and reason for the
journey, the starting point and ending point of journey with distance travelled, places visited en
route and names and addresses of persons visited. Mileage rates are paid on the understanding
that private vehicles are insured for use on employers’ business.
Travel Insurance
and risk
assessment
All travel abroad is approved on understanding that travel is fully insured and assessed for risk.
UoE Insurance Office provides a range of covers for UoE members free of charge, as long as
travellers book in advance and submit full details online - www.ed.ac.uk/schoolsdepartments/finance/about/sections/insurance/
Hospitality/meals expenses must be clearly described with the purpose of entertainment, and
the names and status of attendees (UoE or external with names of organisations). The proportion
of UoE to non-UoE attendees should be a maximum of 1:1. Meal costs of any additional UOE
attendees and discretionary tips would need to be met through personal expenditure.
Entertaining departmental staff is not a legitimate charge against departmental budgets.
BUSINESS
EXPENSES IN
UOE
Hospitality
Claims will be checked and deducted for alcohol where necessary. One drink3 with a meal per
person is usually allowed at a reasonable price. Above this allowance, alcoholic drinks are only
eligible in a formal academic group event.
EQUIPMENT
Purchases of IT equipment (laptops, keyboards, software), furniture items or electrical items
should be procured via SSPS IT team and/or SSPS facilities secretary. Without evidence of School
procurement route, purchases will not be reimbursed.
SERVICES
Procurement and payment for casual work (ex. ad-hoc help abroad or transcription services at
home) with personal funds/cash is disallowed. Such services are classed as work, thus are subject
to employment law restrictions. If unsure please check with your administrator.
UOE POLICY
Full UoE expenses policy available at https://www.wiki.ed.ac.uk/display/Finance/Expenses+Policy
AUDIT
In accordance with audit requirements, expense claims may be subject to random monitoring.
The regulations on dealing with expenses are not devised by your School manager, but are University rules that in
many cases are based on the Inland Revenue (IR) requirements. These requirements are predicated on avoiding staff
receiving from the University what the IR would regard as “Benefits in Kind” (direct financial benefits) without paying
tax on them. There may be large penalties imposed on any employer found to be in breach of such regulations.
Alcoholic
beverages
1
SSPS FINANCE OFFICE USE ONLY
CC: ___________ JC: ____________
AC: _______
TOTAL: ________
GRAND TOTAL: ____________
CC: __________ JC: ____________
AC: ________
TOTAL: ________
CC: __________ JC: ____________
AC: ________
TOTAL: ________
Boarding passes should be attached to all travel claims funded by a European (EC) funder. Bank charges incurred due to usage of payment
cards abroad are not a legitimate cost on EC funded projects.
2 Mileage rates can vary depending on funder (applies to research grants only) – please contact your research administrator if in doubt.
3 European (EC) funders and certain ESRC projects disallow alcoholic drink claims - please contact your research administrator if in doubt.