Non staff expenses

All non-staff expense claim forms must be sent via email with valid receipts (where applicable) to

psych-expenses@contacts.bham.ac.uk⁠

To reduce email traffic please do not CC in Anne Darby, Holly Martin or Alberto Guglielmi as your email can be viewed by the Operations Team via the psych-expenses inbox

Do not:

-send handwritten or PDF copies of the completed form, you must send the original excel version of the document. -alter the formatting on the form.

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Non-Staff Expenses - Project Account Example.pdf

235.4 kB

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Non-Staff Expenses - GL Account Example.pdf

230.3 kB

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The following are mandatory fields and failure to complete any one of these will result in the form being returned to you,

Date

First Name – Must be in capital letters.

Last Name – Must be in capital letters.

Address

Post Code

Telephone Number

Email Address

Student ID - This is a mandatory field for any student, if you include a UOB student email address you must include your student ID, or the form will be rejected

Bank Details

Expense Items – One slight change in this section is you need to now select the currency that the expense is in and put the amount in that currency (It should match your receipts e.g. if you have a receipt for an item in USD you select USD on the form and put the amount you paid in USD)

Total Claim – Claims can now be reimbursed in 6 different currencies. If your receipts are in a different currency to the currency you wish to be reimbursed in, you need to convert the amounts on the receipts to the currency you want to be paid in and put the total converted amount in the total claim section with the selected currency. If you have claims with receipts in two different currencies, you have to convert them into one currency for example if you have some receipts in GBP and some in USD and want to be paid in GBP you need to convert the amount on the receipts that are in USD to GBP and add that amount to your GBP receipt amount to calculate your total claim amount. (You still need to list them under ‘expense items’ in the currency that is on the receipt do not convert them in the ‘expense items’ section)

Claimant Name

Date the claimant completed the form.

Account codes can either be GL account codes or project based and if you have these details they should be completed on the form. Please see example PDF’s which show which section under ‘expense items’ you need to complete depending on whether GL account codes or project codes are being used.

Alberto Guglielmi is the authorised signatory.

When sending receipts that are PDF’s please do not password protect them as it prevents us being able to attach them to the excel form in Adobe.

More information and the most recent forms can also be found on the

Expenses for Non-University staff⁠

page on the intranet.

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non-staff-expenses-form.xlsx

874.7 kB

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