The expense types below are available in the system to select. Either enter the expense type exactly as listed below or search for the expense type by enclosing the search term with percentage signs. E.g. Search for '%hotel%' will display both 'ACCOM: Hotels-166308' and 'ACCOM: Conference Hotels-166308' to select.
Expense type | Notes |
---|---|
Hotels and accommodation |
See Accommodation, subsistence meals and other overnight expenses |
ACCOM: Hotels-166308 | Claims for hotels and rented accommodation. |
ACCOM: Conference Hotels-166308 | For specific hotel accommodation advised by the conference organiser where the accommodation has a higher cost than the College’s room rate for that location. See Hotels for more information. |
Meals, food and drink |
|
Subsistence |
For covering a meal you would normally have had if you were not away from the College on College business. See Subsistence meals. |
SUBSISTENCE: Breakfast-166308 | |
SUBSISTENCE: Lunch-166308 | |
SUBSISTENCE: Evening Meal-166308 | |
SUBSISTENCE: 24hr Meal Rate-166308 | For guidance on using the 24 hour meal rate see Subsistence meals and How to use the 24-hour meal rate. |
Hospitality and entertaining |
Entertaining staff, students or external visitors - that is, providing food, drink or other hospitality on College business. See Hospitality and entertaining. |
ENTERTAINMENT: Staff Only-169304 | This includes away days/strategy days/team building events. See Staff and student entertaining. |
ENTERTAINMENT: Staff Xmas Party-169305 | Staff Christmas parties. See Staff and student entertaining. |
ENTERTAINMENT: Staff/Student/Vis.-169307 | Event entertains students or visitors. |
ENTERTAINMENT: Business (B'fast)-169307 | |
ENTERTAINMENT: Business (Lunch)-169307 | |
ENTERTAINMENT: Business (Dinner)-169307 | |
ENTERTAINMENT: Business (Other)-169307 | |
Transport |
See Transport. |
TRAVEL: Flights-166108 | See Air travel. |
TRAVEL: Rail-166114 | See Rail travel. |
TRAVEL: Contactless-166114 | When using a pay-as-you-go Oyster card or contactless debit/credit card for business journeys where receipts are not easily obtainable. See Public transport. |
TRAVEL: Taxis-166128 | See Taxis. |
TRAVEL: Parking-166137 | See Tolls, congestion, and parking charges. |
TRAVEL: Car Hire-166120 | See Car hire. |
TRAVEL: Car Hire Fuel-165407 | Not to be used for non-car hire (e.g. private car) fuel. Instead submit a mileage expense claim - this incorporates reimbursement for your fuel. |
TRAVEL: Other-166130 | Tolls and, in exceptional circumstances only, congestion charges. See Tolls, congestion, and parking charges. |
Foreign currency transaction charges |
|
BANK CHARGES: Transaction Fee-169610 | Currency conversion charges and commission on overseas transactions only. The purchase of foreign currency is not a genuine expense, however commission charges incurred on doings so can be reclaimed. See Overseas and foreign currency transaction fees. |
Fees |
|
FEES: Training / Course Fees-169204 | See Training and education. |
FEES: Conferences-169214 | See Conference and facility fees. |
FEES: Examination Fees-169416 | |
OTHER: Prof. Subs. (HMRC list)-162140 | See Professional subscriptions. Use this type when body features in list of approved organisations published by HM Revenue and Customs. |
OTHER: Prof Subs (Non HMRC list)-162141 | See Professional subscriptions. Use this type when body does not feature in list of approved organisations published by HM Revenue and Customs. |
OTHER: Visa Fees-162137 |
See Passport and non-UK visas. For UK visa application fees and health surcharges, see guidance at UK visa and Immigration application fees. Follow the specific instructions on how and when these can be reclaimed. |
Venue hire |
|
OTHER: Conf/Event Venue Hire-166310 | |
Office and communications |
|
OFFICE: AV Materials-163110 | Audio-visual materials. |
OFFICE: Printing-163116 | |
OFFICE: Stationery-163104 | |
POST: Postage-163204 | |
POST: Couriers / Freight-163207 | Couriers, shipping, freight. |
TELEPHONE: Fixed Line Calls-163210 | See Telephones and internet. |
TELEPHONE: Mobile Calls-163213 | See Telephones and internet. |
OTHER: Internet Cost-165222 | See Telephones and internet. |
OTHER: Computer Consumables-165210 | |
Equipment and software |
|
EQUIPMENT: Equipment Purchase-165107 | Note the conditions under What you can and cannot claim. |
EQUIPMENT: Computing Equipment-165113 | Note the conditions under What you can and cannot claim. |
SOFTWARE: Software Purchase-165204 | |
Laboratory materials |
|
LAB: Supplies/Consumables-164104 | |
LAB: Electrical/Mech. Supplies-164119 | |
LAB: Workshop Materials-164128 | |
Other |
|
OTHER: Prizes/Award-169410 | |
OTHER: Books-162304 | See Books, journals, magazines and periodicals. |
OTHER: Clinical Trial Volunteers-162122 | See Clinical trial volunteer payments. |
OTHER: Publication Production-162322 | |
OTHER: Security Expenses / Keys-162504 | |
OTHER: Vehicle Expenses-165407 | |
OTHER: Miscellaneous | See Other. |