Staff are requested to familiarise themselves with our updated Expenses Policy following a major update to the Financial Regulations and Finance Policies.
You can find most of the information you need to know on the expenses page of the Finance intranet. Here’s a useful summary:
- Please ensure that all your expense claims are made in line with the Expenses Policy.
- If your expenses do not relate to travel, check the Purchasing and Procurement intranet pages for guidance before incurring any costs. Please don’t buy goods or services with your own funds and then claim these through expenses. You must contact the purchasing team for guidance.
- Please ensure all expenses are wholly, exclusively and necessarily for the business of the University.
- Please submit expenses within a month of the expense being incurred.
- Financial approval is required for expense claims where total expenditure exceeds £2,000 or was incurred more than 3 months ago.
- The expenses pages have clear guidance for what needs to be given to support a claim and you should check this before incurring any costs so that you can collect all of the evidence that will be required to support your claim.
- Claims that are not compliant with Financial Regulations, Policies and Procedures will not be paid.
The changes follow a recent routine audit by HM Revenue & Customs.
Further information
Financial Regulations or Finance Policies, please contact your Faculty Finance Team or your Professional Services Finance Team.
Procurement or purchasing, please contact the Purchasing Team or Procurement Team.
You can find more information about our legislative and regulatory requirements for claiming back expenses in this SUSSED post.
