As you will be aware, the way that we process our Finance and Procurement is changing. Part of this change will involve submitting claims for expenses, which will be done online. Here are some of the questions that we are frequently asked at drop-in sessions on the new solution, OneUniversity.
Q: How do we deal with the expenses of volunteers and others who are external to the University?
A: For go live these will continue to be processed in the same way as they are done at the moment, that is, you complete an external claim form which will be authorised and passed to Accounts Payable. We will continue to pay these as sundry payments.
Q: How will we deal with claims for expenses under £50?
A: This applies to staff-only claims and this amount is still to be confirmed. These claims will automatically be processed for payment unless a restricted item has been purchased. The staff member will be required to confirm that they have read and understood the reimbursement policy. There will be regular checks as part of the audit process.
Q: What do I do with my receipts?
A: OneUniversity requires you to upload valid receipts which can easily be carried out using a scanned image or a photo capture by smartphone. You don’t need to retain the original paper copy but you may choose to in the event of a query.
Q: What is the policy on alcohol?
A: • When a claim is submitted, the staff member has to confirm they have read and understood the reimbursement policy. This includes a clear stance on alcohol. If you submit, process or approve expenses claims, you must ensure you are familiar with this.
Q: How will I claim mileage?
A: OneUniversity will have the mileage rate automatically applied. Staff will be required to confirm to and from locations (preferably confirming post codes). Any claims over £50 will be checked by the relevant approver, with under £50 handled through the pre-approved expenses process.
For further information please contact the team on firstname.lastname@example.org