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When can this form be used? Use this form to claim expenses incurred in the course of University business. This includes: local, national and international travel undertaken as part of University teaching or research out-of-pocket travelling expenses the cost of materials purchased in connection with University services. You cannot claim for: commuting to and from the University and your home journeys undertaken in working hours which are not part of a service to the University car journeys undertaken in a private vehicle which did not at the time of use meet necessary insurance requirements expenses not incurred in the course of University business expenses for which you have already been reimbursed or expenses declared ineligible by the Universitys Policies. If you secured an advance of expenses before travelling, you should use this form to detail your expenses on return, clearing the advance.

If you incurred expenses in a foreign currency, show the receipt values in foreign currency and give the exchange rate which was in use at the time when you spent the money. If you secured an advance before incurring the expenses you have detailed, please complete the details to calculate how much you are still owed, or are refunding to the University. You must provide VAT receipts for all of the expenses you have detailed. Please attach them to the form. If you are unable to provide a receipt for an item for which you are claiming reimbursement, please tell us why. Section C. Accounting information You can get advice from your School or Directorate about the information which should be given in this section. Your claim costs may be split across more than one project. If this is the case, please start new entries for each project to which costs will be charged. If you need more space, you may attach these details on a separate sheet. Some useful account codes are as follows: 5010 UK travel 5020 Mileage expenses 5030 Car hire 5040 Petrol costs 5050 UK subsistance 5070 Overseas travel 5080 Overseas subsistence VAT codes will be recorded by Finance. The FOCUS text box shown at the of Section C is for inserting any detail you would like to appear in the FOCUS system against this transaction. Note that there is no need to insert the claimants name here as this is already part of the transaction. Section D. Name and account number Please enter the required details and your reference number in the boxes provided. This is your unique identier in our systems. If you are a visitor to the University, please tell us which School or Directorate sponsored your visit. Section E. Other account details If you do not have a UK bank account please contact the Accounts Payable Team. Section F. Signature & authorisation The expense form must be signed by the claimant and authorised by your head of School or Directorate or their nominee. That nominee must be senior to the claimant. The authorising signatory is responsible for confirming that the expense claim is in accordance with University policies.
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Finance

Finance form

FD/E1 (02)

Expenses

claiming or repaying
This form can be used by staff, research students and University visitors entitled to reimbursement of expenses incurred as part of their work for the University. An Excel spreadsheet version of this claim form can be downloaded from the Universitys website at www.reading.ac.uk. If you think you are entitled to claim fees for work you have carried out on behalf of the University, please obtain a copy of form Fees and Payments Form, FD/F1 from the Universitys payroll ofce. If you are a member of staff you can ask your department for an Advance Claim Form FD/AE1 which allows you to claim an advance of expenses. Advances are granted subject to approval. General guidance The next page contains information to help you complete this form. Sections A to C are for detailed information about your claim, including the account code to which the claim will be charged. Sections D, E & F are for information about you. You should sign the form at section F. The form must then be authorised before it is passed to Finance. Submitting the form Please submit your claim to your School or Directorate within six weeks of incurring an expense. You must attach all receipts to this form. The form will be returned to you if any details are illegible, appear to be incorrect or are not eligible under the terms of the Expenses and Benets Policy. Payment Payment is normally made to you by BACS. If this poses a problem please contact us using the telephone number given below. Any questions Please call the Accounts Payable Team on extension 6962 if you need any assistance.

Guidance on expenditure which may be claimed is available in the Universitys Expenses and Benefits Policy, Policy on Hospitality and Gifts, and Purchasing Policy. These policies are available on the Finance pages of the Universitys website.

How do I complete the form? Section by section guidance is provided below. Section A. Vehicle & mileage details Complete this section if you are including private vehicle mileage in your claim. Previous claims are those which you have submitted since 6 April this year. The University encourages you to make use of public transport as often as possible when travelling in the course of University business. Section B. Expense details Please make a brief record of the details of your expenses here. If the expenses relate to travel, please state your destination and the purpose of your visit. If you travelled by private car, insert the mileage covered. If you have a document which details the expense and the reason for which it was incurred you may prefer to attach this to the form rather than fill out section B. Spreadsheet printouts are also acceptable. Please give the name, currency and exchange rate used for travel & places outside the UK.

Finance Section A Vehicle & mileage details

Expenses claim

FD/E1 (02)

Section D
I am a:

My details

Date

Section F

Signature & authorisation

member of staff [give employee number]

over 10,000 miles per year 25.0p 25.0p 24.0p Single journey 50.0p Car Mileage Under 10,000 miles since 6 April Over 10,000 miles since 6 April Motorcycle mileage Reading Inter-campus travel No. of single journeys Reading / Greenlands Inter-campus travel No. of single journeys
No. of passengers

Please fill out the sections overleaf and ensure that you have receipts for all expenses before you complete this section I certify the following:

Allowable car mileage rates (per mile) Car Staff all engine sizes Car Students or visitors all engine sizes Motorcycle Bicycle no allowance given Inter-campus journeys, by car, motorcycle or bicycle

up to 10,000 miles per year 40.0p 40.0p

No. of miles

Rate

Total

student [give enrolment number] visitor [give national insurance number]

40p 25p 24p 50p

= = = = =
nB: If you do not enter your number here your payment might be delayed. Mr Surname First names Mrs Ms Dr Prof Other

the particulars on this form are correct the expenses detailed are in accordance with University and
Grant Regulations for the fulfilment of my duties

these expenses have been actually and necessarily incurred

by me on University business

I have not been reimbursed for these expenses already I have not been reimbursed for these expenses from any
other source, and if this happens in future I will repay the University

A passenger allowance of 5p per mile is payable for each passenger, who is also an employee of the University, who accompanies the driver for business purposes. The passengers details must be disclosed in Section B if you are claiming an allowance.
Number of miles

any mileage allowance is claimed in respect of a vehicle for

which the necessary insurance requirements have been met

Passenger allowance

5p

Car mileage brought forward from previous claims Car mileage in this claim Total car mileage since 6 April

To Section B

School/Directorate

in the event of discrepancies being found subsequent to

payment of this claim, I agree to repay any overpayment

Total amount claimed

N.B. You cannot claim for mileage/commuting between the University and your home.

VAT receipts are attached, or if VAT receipts were

Section E

Other account details

unavailable then a supporting letter from my Head of School explains why. The total value I have detailed overleaf Claimants signature

Section B
date 1 2 3 4 5 6 7 8 9

Expense details

(please begin new entries for each expenditure)

cost or mileage

If you are a regular user, you only need to insert details which have changed since you last made a claim. Home Address

details Reason for expense / Reason for visit + details where journey started & ended

Postcode

*Research supervisor or grant/contract holders signature

Contact details
Telephone E-mail

*Research supervisor or grant/contract holders name

PlEASE PRInt

Bank name Subtotal Value of mileage claimed from (Section A) Total claim (also enter in Section F) These expenses relate to an advance of expenses of The advance claim was submitted on: Sort code

I have examined this form and I confirm the claim is in accordance with University Policy and I authorise payment. Head of School/Directorate or nominees signature

Authorisers name
* (only necessary if claim is related to a research contract) PlEASE PRInt

Account number Building society roll number

*delete as applicable

I enclose my cheque for / Please pay me*

Section G

Use in Receipts Office only

I have received my reimbursement in cash.

Section C
Item

Accounting information
Account code Project wren/other attribute Tax category Amount ()

For Finance use

Authorisation verified Advance cleared Supplier amended set up Transaction number Inputter
Signature

Voucher number
N.B. No cash payments will be made for sums over 25

FOCUS text (optional)