As part of a series of measures to improve our finance systems, a number of paper-based claim forms have been updated and will go live on Wednesday 1 August 2018.
The updated forms include those used to claim travel expenses, requisition for payment and coding cover slips (for invoices lacking a purchase order), all of which are used regularly by a large number of staff, students and visitors.
The main difference between the new and old forms is that budget holders will now need to review and authorise the forms.
Why are we making these changes?
- The University Executive Board agreed an action plan in January 2018 in response to an internal audit which looked at ways to improve our finance system.
- Adding budget holder approval ensures compliance with our own financial policy around transactional authorisation.
- Making these changes provides an opportunity to clarify the responsibilities of signatories on financial paperwork (see image below).
Image: Declaration section on the new travel and expenses form.
Full supporting information can be found in this PDF. This information will also be distributed via email across Faculties and Professional Services areas.
The new forms will be available on the F,P&A SharePoint form store from 1 August 2018, current forms will be accepted for payment up until 31 August 2018.
Staff are strongly encouraged to submit online expense claims via Business World (Agresso) rather than using paper-based forms. The online claims process will not change.
If you have any questions about these changes, please contact James Sturgess, Head of Financial Operations, at: [email protected]
