Expenses

About

The Expenses team are responsible for payment of all employee and non-employee expense claims. This includes receiving and auditing receipts from staff who have submitted claims via the new ‘My Expenses’ system to ensure the College meets the requirements of our funders and HMRC. ‘My Expenses’ also allows the team to pay expense claims to staff much more quickly, compared to the previous paper-based system.

Typically all fully completed, compliant and approved expense claims received by Accounts Payable will be processed within 72 hours.  There are three payment runs per week for UK payments.  Claimants should expect to see the reimbursement in their bank accounts 48 hours after each payment run.  There is additionally a single payment run each week for payments made to foreign bank accounts.

The team also process non-employee expense claims and non-payroll fees to enable the College to reimburse individuals for their time or services.  

Useful links

• Expense Claim Form (E1) for non-employees (Excel) [requires College login]
• New Expense Form (E3) for employee advances [requires College login]
• Non-Payroll Fees (NPF) form [Finance Knowledge Bank; requires College login]
• Clinical trial payments form [Finance Knowledge Bank; requires College login]