This policy sets out the rules and key principles in relation to the incurring, reclaiming, and processing of expenses for employees. The supporting annex provides claimants with an overview of the conditions applicable to distinct categories of spend and allowable exceptions.
Version history
Version 1.3
Approved by the University Finance Committee: 10 December 2024
Approved by Council: 20 February 2025
Effective from: 1 March 2025
Version 1.3 contains the following updates:
Throughout the Annex, "Guidance and additional information" column renamed "Additional information"
Universal bus service has been updated to remove specific routes
Business mileage in private vehicles header amended to include “in the UK”. The following wording added under Additional Information “Prior approval must be obtained from the Institution and the Head, Accounting Services, Finance Division, before using a private vehicle for an overseas business trip.”
Hire vehicle costs: Last paragraph amended to read “The University is not liable for any costs. relating to parking or speeding fines, clamping fees or any other traffic offences.”
Accommodation in the UK rates updated: London changed to major cities, which include Birmingham, Bristol, Edinburgh and Manchester. The rate is £200. The rate for outside a major city is £140.
Accommodation overseas: Added “For longer stays, e.g. research fellow, rental accommodation should be investigated to ensure the best use of University funds.”
Eye tests and glasses: Allowable expenses amended to read “This is no longer an allowable expense as of 1 Jan 2025. However, any employee who is a regular user of a Visual Display Unit, may request a voucher for an eyesight test through Occupational Health. Additional information amended to read “Where approved by Occupational Health, the voucher covers the cost of an eye test… Refer to the Occupational Health webpage on eye tests.”
Previous version
Approved by the University Finance Committee: 10 July 2023
Approved by Council: 18 September 2023
Effective from: 1 October 2023
Represents as a single, more accessible document the existing policy, previously incorporated within chapter 5b of the Financial Procedures Manual (FPM). The main changes between this document and the content previously included in the FPM reflect the introduction of the Concur expenses system, updates to tax treatment, alignment with the University Sustainable Travel guidelines and confirms current accepted practices.
Latest version updated 28 Feb 2025