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Reimbursement process

If you’re a member of staff, reimbursement can be completed on
newCORE
⁠
(see FAQs here
FAQ
⁠
, detailed
guides
⁠
,
training videos
⁠
).
Specifically, if you would like to raise a purchasing card requisition on the newCORE system:
video
⁠
⁠
⁠
training video
⁠
⁠
For the project account code (finance), please email
@Alan Wing
⁠
@Massimiliano Di Luca
⁠
with a quote
A list of items of what can and cannot be claimed on expenses:
e.g. items that cannot be claimed through expenses include stationary, equipment, books/periodical/journals, uniforms, conferences and training courses
⁠
Expenses-Policy Setp 2020.pdf
643.9 kB
⁠
⁠

Participant compensation Following the approved ethics protocol and the PI guidance, participants can be either volunteering their time for free, they could be compensated for the time spent in an experiment with credits (if UG psych students), or they might receive a monetary Payment (if the experiment is part of a funded project and there are sufficient funding). Credit assignment is done through the SONA system but it can be handled also through Qualtrics:
⁠
https://www.sona-systems.com/help/qualtrics/
⁠
Paying participants - Email from Indie and forms attached
N non-staff expense claim forms must now 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 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.
The following are mandatory fields and failure to complete any one of these will result in the form being returned to you,
Date (At the top of the form)
Full Name
Full Address
Telephone Number
Email Address
Bank Details
Expense Description
Amount (Please note this needs to be in GBP, if your receipt is in a different currency please convert the amount to GBP and put that amount on the form)
Claimant Signature
Date the claimant signed
Account codes can either be core account codes or project based and if you have these details they should be completed on the form.
Alberto Guglielmi is now the authorised signatory not Inderjeet Nagra.
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.
Please see the most recent forms attached, please use the appropriate form for all future claims.
ARME: precompiled
NON STAFF EXPENSE FORM 2023 (For general non-staff expenses excluding paying participants)
NON STAFF EXPENSE FORM 2023 - CAP one off payment(For one off clinical and forensic teaching sessions and RGP payments only)
NON STAFF EXPENSE FORM 2023 - Participant Payment Projects BLANK (For paying participants using a project code)
NON STAFF EXPENSE FORM 2023 - Participant Payment School Account BLANK (For paying participants using the school accounts)
⁠
NON STAFF EXPENSE FORM 2023.xlsx
63.7 kB
⁠
⁠
NON STAFF EXPENSE FORM 2023 - CAP one off payment.xlsx
63.8 kB
⁠
⁠
NON STAFF EXPENSE FORM 2023 - Participant Payment Projects.xlsx
63.8 kB
⁠
⁠
NON STAFF EXPENSE FORM 2023 - Participant Payment School Account.xlsx
63.8 kB
⁠
⁠

⁠
NON STAFF EXPENSE FORM 2023 - Participant Payment ARME Projects.xlsx
63.6 kB
⁠
⁠



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