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How to claim expenses

 

All University staff should make all claims for reimbursement of expenses through the SAP Concur system (click the red login button here). If this is your first claim through this new system, you will have to set up your profile (including your bank details) before you can submit the claim.

Staff claiming reimbursement via the old Excel forms will be redirected to make their claim through SAP Concur. They are no longer accepted by the central finance department.

A new form is made available for claimants outside the University who cannot acces SAP Concur (available here)

Please contact the Primary Care finance team at finance@phc.ox.ac.uk if you need any help or advice. We are more than happy to help.

 

Receipts

  • Itemised, original, receipts must be provided for all expenses claimed.
  • If you are unable to produce a receipt you must give a brief explanation on your claim as to why.
  • Credit card receipts and copies of credit card/bank statements are not valid receipts for these purposes. Statements are acceptable as proof of exchange rate only.

Foreign Currency

  • When claiming foreign currency expenses you must attach the source of conversion to your claim. This can be a printout from a website (e.g. www.xe.com) or a bank statement. 

Meals/Entertaining

  • If claiming for a meal that is for more than one person, names of all attendees must be listed on your claim form, along with the organisation that they represent
  • see rules on business entertaining/working meals for more detailed information 

Oyster Cards

  • To reclaim travel made using an Oyster Card you must attach the statement showing the journeys made that you are claiming for
  • The payments team cannot pay any Oyster Card claim without proof of the journey. HMRC have insisted upon this.
  • If you top-up online you can view and print your journey history through your online account. Otherwise you will need to contact Oyster for details.

Season tickets/travel cards

  • Season tickets or a multiple journey travel card (Rail card, Oxford key card etc) do not normally meet the requirements for tax allowable travel because it is possible to use open tickets for private as well as business journeys. Whatever the intention, the strict requirement for exclusive business use is not therefore met.
  • Where it is believed that an exclusive business use can be shown against a season ticket or equivalent then arrangements can made in advance of any purchase. These purchases have to be approved with the Head of Accounting Services so please contact the finance team in the first instance.

Mileage expenses

By submitting an expenses claim for mileage, claimants are declaring that:

  • they have a valid driving licence; 
  • the vehicle is safe, legal and roadworthy;
  • the vehicle has a valid MOT;
  • the vehicle is maintained to the manufacturer’s recommendations; and
  • the vehicle is insured for business use.

 

YOU MUST HAVE BUSINESS INSURANCE IN PLACE TO CLAIM FOR TRAVEL FOR BUSINESS PURPOSES. If your insurance does not cover you for business use already, most insurance companies only charge a nominal difference to your premium to add it. You cannot claim for reimbursement of the cost of added business insurance. The mileage allowance paid by the University includes all actual and incidental costs involved in running a vehicle, including an element for motor insurance.

IT Equipment

  • IT equipment and software is not an allowable expense and must be purchased directly by the University. 

Purchasing from another University Department

  • If you are buying from another University department you must raise a valid purchase order through the Finance Team
  • Do not pay for the purchase yourself as there is no VAT to pay if bought through the Department. VAT is currently 20% so it can be quite a saving to your cost centre/grant code. 

Misc.

If, on your travels to conferences, meetings, presentations etc, you need to buy something that you would normally get through the department e.g. posters, paper, pens, postage etc, you must include the following information on your claim form:

  1. that the purchase was not for your own personal use but will now remain the property of the University OR
  2. the purchase relates to work use 

Guide to expenses

Read the full expense guide

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