How to claim expenses: claimants external to the University

New expenses claim form for external claimants

The University is moving from the paper expenses claim form to SAP Concur eExpenses for most expense claims. Social Sciences Division departments will be early adopters of eExpenses, to allow for a review before it is introduced more widely, with other departments and participating colleges being able to introduce it two weeks later and choosing exactly when to do so during the window until the current paper form is retired.  The project has encountered some technical issues integrating eExpenses with the existing University systems which has resulted in a delay in eExpenses going live. Dates will be confirmed and published here when known.  


If you are external to the University, the offline Expenses Claim Form (Externals) should be used. This can be completed electronically and emailed in, or a hard copy can be signed and scanned or posted.


Please complete the form in full. If there is missing information, payment may be delayed while this information is sought.


The University requires supporting evidence for all expense claims. This can be:

  • Original receipt attached to the paper form
  • Scanned receipt attached to an email submission
  • In cases where it was not possible to obtain a receipt or the receipt has been lost, a separate declaration should be made. Other supporting information, such as a credit card statement, should be submitted if possible


Once your claim is complete, you are asked to declare that your expense claim is legitimate. Please read the declaration, then either add your name to the form and email it, or sign a printed form and scan or post it to the relevant department.


If you need advice on whether you can submit a claim or on completing the form, please speak to your contact or the relevant departmental finance team.



for use until eExpenses live


for use when eExpenses live



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