Expenses claim form

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					                       CLAIM FOR REIMBURSEMENT OF ALLOWABLE EXPENSES
                       Effective 1 January 2009
                                                                                                                                        Form Version 2.3               1st January 2009
                          DEPARTMENT                   CLASSICS
                          ORACLE PAYEE                                                                                                  DOCUMENT REF
                          CODE                                                                                                          (Finance use only)

CLAIMANT DETAILS (PLEASE COMPLETE ALL SECTIONS IN BLOCK CAPITALS)

Title                                                                                                     ADDRESS

Surname                                                                                                   Use Oracle
                                                                                                          Supplier
Forenames                                                                                                 Site?


Department/faculty



Contact Name                                                                                                           Sort code
                                                                                                           BANK
Contact Number                                                                                                         Account number
                                                                                                          DETAILS
E-mail for Payment Advice                                                                                              IBAN / Swift
TRAVEL

     Date                             Purpose of Journey                                         From                      To         Air/rail/car No. of miles                      £. p




SUBSISTENCE/OTHER EXPENSES


                                                                                                                                                                                          0.00




                                                                                                                  TOTAL

Claimant Signature:                                                          Date:                                Less: funded from non-university sources
                                                                                                                  Less: Received in advance

Supervisor Check:                                                            Date:                                BALANCE NOW CLAIMED
Supervisor to counter-sign claims costed to research projects where required by departmental procedures


Authorization:                                                               Date:
GENERAL LEDGER
     GROSS AMOUNT                  VAT AMOUNT              CODE                 COST CENTRE                            NATURAL CODE              ACT         SOURCE OF FUNDS         ORG




                                                                                                              *8 1     9   9    0
PROJECTS
     GROSS AMOUNT                  VAT AMOUNT              CODE                      PROJECT                   TASK         AWARD                EXPENDITURE TYPE                    ORG




                                                                                                                                          *8 1       9       9   1         0    1
*Travel advances codes, use these codes when requesting and clearing travel advances, for projects please enter the relevant alpha code in position 6 (sponsor type)
                 CLAIM FOR REIMBURSEMENT OF ALLOWABLE                                                      1st January 2009
                 EXPENSES
                 GUIDE FOR COMPLETION                                                                       Form Version 2.3

                 This form has been developed so that information can be entered electronically. The form must still be
                 printed and physically sent to Accounts Payable for processing. If you prefer, the form may still be
                 printed blank and filled out by hand.

A. When to use this Form
This form should be completed by all individuals entitled to claim reimbursement of expenses from the University,
including travel and subsistence related expenses. Do NOT use this form for specifying non-expense payments
to third parties - use the Payment Request Form for that purpose. If in doubt, please contact the Payments Team
in the Finance Department prior to completing the form.

B. Allowable Expenses
You may only claim those expenses which are defined as allowable within the University Expenses and Benefits
Manual. This manual may be consulted on-line at:
http://www.admin.ox.ac.uk/finance/salaries_expenses/benefits/
If you are in any doubt whether an expense may be allowable then clarification must be sought in advance of incurring
the expense (contact details are provided in the Manual), otherwise you run the risk of having your claim declined.

C. Submission of Claims
Generally expense claims should be submitted within 2 months of being incurred (see section 2.2 of the
Expenses and Benefits Manual). Claims older than 12 months will not usually be paid.
Claims should always be accompanied by supporting documents or receipts wherever possible - it is particularly
important where claims are charged to research projects that the project sponsor's rules on providing receipts etc
are adhered to.

D. Completion of the Form
The following sections provide guidance on completion of the Expense Claim Form

1 - Form Header
DEPARTMENT: Complete the full name of the department from which the request is being made
ORACLE PAYEE CODE: Please enter the Oracle supplier number (if known). This is optional but will save time in
processing the payment. The detail can be found by running a Supplier query in Oracle.
DOCUMENT REF: This field is for Finance use only, and has therefore been locked.
FORM VERSION: Please make sure that you have the most up-to-date version of the form. This is available at:
http://www.admin.ox.ac.uk/finance/forms/expenses/

2 - Payment Details
CLAIMANT DETAILS: Complete in full the Title, Surname, Forenames and Department of the claimant. The contact
name and contact number fields should either be completed 'as above' or give the name of a departmental contact, e.g.
'administrator', in case there is any query with the form; contact number being the departmental telephone number of the
contact, whether the claimant or another person.
Please also provide an e-mail address at which you can be contacted and to which an electronic remittance advice
document can be sent to tell you when payment is being made.

ADDRESS: Enter the address for remittance. This is where the pay advice (if paid by BACS) or cheque will be sent.
Please make sure to include the post code. If the cheque or remittance is to be returned to the department, or elsewhere
prior to distribution, please write - in red - at the bottom of this address box the details, e.g. 'Please return to John Smith,
Dept of Chemistry'. This may be necessary if correspondence or documentation needs to go with the payment
document.

If your department has access to Supplier enquiry in Oracle, it is possible to check if the Payee/Address is already set up
on the system. If they are, one can tick the 'Use Oracle Supplier Site' box and type the site name in the Address box.
This will speed up the processing of the payment.
BANK DETAILS: For payment by BACS, please specify bank sort code and account to be credited. For payment by
Swift, IBAN or other, please specify the account number in the box provided.
3 - Travel
Detail all travel expenses that are to be claimed. Complete in full each item on a separate line, remembering to fill in the
Date, Purpose of Journey, Origin/Destination, Mode of Transport and Number of Miles (if travelling by car). At the end of
each line fill in the total cost in £'s and pence. For journeys by private vehicle this is simply the number of miles travelled
multiplied by the allowance specified in the Expenses and Benefits Manual in section 6.3(b).

4 - Subsistence / Other Expenses
Detail all other expenses to be claimed. This may include accommodation, meals, conference fees etc. Complete in full
the Date, Description of the expense and the total cost of each item (in £'s and pence), each on separate lines.


5 - Total & Balance Now Claimed
The 'Total' box should be the sum of the declared travel and subsistence claims. The 'Less' boxes should be completed
with funds already received, either from non-University sources or funds that have been received in advance. The
'Balance now Claimed' should be the total amount that is to be claimed. This is essentially the 'Total' box minus the
'Less' boxes.
If you complete this form electronically then the 'Totals' should add automatically and deduct the appropriate amount(s)
for any funds received in advance or specified as funded externally.

6 - Authorization
The 'Prepared by' and 'Authorization' fields are locked, as these need to be signed. The claimant must sign the 'Claimant
Signature' field. The authorized signature must match the one(s) registered with Central Finance. Individuals are not
allowed to authorize payments to themselves.
The 'Supervisor Check' field and date should be completed for claims charged to research projects in those
departments where departmental procedures require this. If you are uncertain whether this field requires completion,
please consult with your departmental administrator or departmental finance office.

7 - General Ledger / Projects
Complete the General Ledger and/or the Projects section of the form with the correct coding in full.
Coding for the General Ledger and Projects section is not interchangable.

Please note that the total Gross amount should equal the 'Balance now Claimed' amount declared on the form. Any
amounts funded from non-University sources should not appear in the General Ledger / Projects section of the form.


When the form is complete
All Travel Expense & Subsistence Forms must be sent to the Payments Team in Central Finance for processing. Please
make sure that all of the above requirements are fulfilled before sending, as incomplete or erroneous requests will
inevitably lead to a delay and may prevent payment.
                       CLAIM FOR REIMBURSEMENT OF ALLOWABLE EXPENSES
                       Effective 1 January 2009
                                                                                                                                         Form Version 2.3              1st January 2009
                          DEPARTMENT                   Finance
                          ORACLE PAYEE                                                                                                   DOCUMENT REF
                          CODE
                                                       5432169                                                                           (Finance use only)

CLAIMANT DETAILS (PLEASE COMPLETE ALL SECTIONS IN BLOCK CAPITALS)

Title                             Miss                                                                    ADDRESS       Finance Division
Surname                           Jane                                                                    Use Oracle    23-38 Hythe Bridge Street
                                                                                                          Supplier
Forenames                         Smith                                                                   Site?         Oxford
Department/faculty                Finance


Contact Name                      Jane Smith                                                                            Sort code                 30               15            27
                                                                                                           BANK
Contact Number                    616123                                                                  DETAILS
                                                                                                                        Account number           1 2 3 0 1 7 8 9
E-mail for Payment Advice        jane.smith@admin.ox.ac.uk                                                              IBAN / Swift
TRAVEL

     Date                             Purpose of Journey                                          From                      To         Air/rail/car No. of miles                     £. p

12/22/2008 Conference - Imperial College London                                          Oxford                    London (return)     Rail                                           42.50
12/23/2008 Warwick - Finance visit                                                       Oxford                    Warwick (return)    Car                        85                  34.00




SUBSISTENCE/OTHER EXPENSES
12/23/2008 Lunch - Warwick (receipt attached)                                                                                                                                             7.55




                                                                                                                   TOTAL                                                              84.05

Claimant Signature:                                                          Date:                                 Less: funded from non-university sources
                                                                                                                   Less: Received in advance

Supervisor Check:                                                            Date:                                 BALANCE NOW CLAIMED                                                84.05
Supervisor to counter-sign claims costed to research projects where required by departmental procedures


Authorization:                                                               Date:
GENERAL LEDGER
     GROSS AMOUNT                  VAT AMOUNT                CODE                 COST CENTRE                           NATURAL CODE              ACT         SOURCE OF FUNDS         ORG
                  84 05                  0 00            z    z     z    K    H      0   0    0     0          8    1   2   3    0               0    0       0   0    0   0    0    1      0




                                                                                                              *8 1      9   9    0
PROJECTS
     GROSS AMOUNT                  VAT AMOUNT                CODE                    PROJECT                   TASK          AWARD                EXPENDITURE TYPE                    ORG




                                                                                                                                              *8 1    9       9   1        0    1
*Travel advances codes, use these codes when requesting and clearing travel advances, for projects please enter the relevant alpha code in position 6 (sponsor type)

				
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