Any items above £30 whether payable ultimately by the Department or through a Research award should be ordered and paid for by the Department. The requirement to track such purchases through the University's Accounts Payable system is to ensure that we are complying with University regulations. If you wish to purchase anything at all please talk to the Finance Officer in advance of the delivery date you may need. Please note that this requirement covers all things from a new mouse to a departmental subscription, or to transactions relating to the booking of events, for example. Exceptions are stationery and in house catering which should be ordered through Jane Greig.
Items under £30 which are urgent, essential, and small can be reimbursed from Petty Cash by prior arrangement with the Finance Officer.
Expenses
Please note that the University does not expect staff to pay for expenses on its behalf where it is possible for the Department to pay for these items directly (via Purchase orders, Payment requests or the Departmental credit card). Where it is necessary for staff to incur expenditure which is wholly and exclusively for the performance of their duties reimbursement can be sought by completion of the expense claim form. Please attach all original supporting documentation to the expenses claim form. Sign the form only as the Claimant or the Supervisor. The supervisor check line is for either Line Managers or Principal Investigators to authorise expenditure from a budget. The authorisation line is for Finance signature only.
Note: Claimants who submitted reimbursement of expenses forms in the last two weeks of July may experience a slightly longer delay with payment due to financial year end processes.