Claiming for expenses with OneUniversity

With OneUniversity you can submit your expense claims electronically, taking photographs of your receipts on your phone and uploading them with your claim.

By doing it this way we cut out the paper, and you get paid with less fuss.

What happens now?

You continue to submit expenses in the traditional way until 5:00 p.m. on Tuesday 21 November after which there will be a freeze on claims until we switch to OneUniversity.

After the go live date all claims must be submitted through OneUniversity. We won’t be accepting any further paper claims.*

Here are a few questions we’ve received recently:

Q: Do I have to submit my own expenses?

A: Of course we’d prefer people to take responsibility for their own expenses but we appreciate this is not always possible or the best use of time. OneUniversity will let you delegate your expense claim to another person to do on your behalf. It’s important to note that, whoever the delegate may be, the person who has incurred the expenses will be accountable for the eligibility of their claim.

Q: When will my expenses be paid?

A: Your expenses will be paid in the first payment run in OneUniversity. After that, the next weekly staff payment run will reimburse any expenses that fall under the pre-approval limit of £50. Expense claims requiring approval will be paid in the payment run after they’ve been approved.

Q: How are external expenses being managed?

A: For now, we’re managing external expenses in the same way as we do at present. You can submit an external claim form that has been signed off and financially coded using the new coding string to Accounts Payable. We’ll pay these claims in the same way as commercial creditors and include them in the payment run along with our suppliers.

We’re currently setting up business process management (BPM) forms so we’ll all soon be able to submit external claims online.

Q: How will I learn to do my expenses?

A: The solution is intuitive and easy to navigate so you’ll be able to familiarise yourself with it as soon as we go live. We’ll hold drop-in sessions all over the University where you can bring along your expenses and receipts and we’ll guide you through the submission process.

In addition to this we’ll be arranging sessions looking at the new coding string, as well as advanced training with staff likely to have some responsibility for putting in expense claims on behalf of others.

Q:  What about student expense claims?

A:  There will be no immediate change to how we manage student claims. We will, however, be amending the claim form to take account of the new coding string and moving towards and online submission process.

* Exceptions are travel insurance claims, removal expenses, taxable benefits and staff prizes.