Expense claims

Non-University staff must follow the instructions below on submitting expenses as individuals.

University of Bristol employees and those on hourly paid teaching contracts can find information about making a claim on the staff intranet.

Expense claims made by non-staff members

Expense claims can be paid by bank transfer via a non-staff expense claim form. Completed forms, together with scans of receipts, must be emailed to the engaging department or budget holder for a budget code to be added. Further details on where to send the claim are available on the form itself.

Responsibilities of the claimant:

• Must ensure they are aware of, and comply with, the Travel and Subsistence policy and associated procedures; 
• Are responsible for the correctness and completeness of the claim they submit; 
• Claims should be submitted at the earliest opportunity and no later than 8 weeks after the expense has been incurred;
• Are responsible for ensuring their travel arrangements are appropriate to business needs; 
• Should ensure the costs are actually and necessarily incurred on University business; 
• Should ensure that they do not incur any unreasonable expenses or if so, be prepared to justify such to the Head of School/Division and/or Finance Services; 
• Should ensure they use the correct rates when making a claim and each claim is supported by receipts; 
• Should ensure they use the ‘greenest’, most economic and efficient means of transport in the given circumstances.

Please refer to the Travel and Expenses Policy on our Policies webpage for details of what items of expenditure can be reimbursed and relevant rates.

Supplementary to the policy is a set of Travel and Expenses policy: Frequently Asked Questions (PDF, 179kB).