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How you claim expenses is changing

The University is rolling out a new staff expenses form and process. The new form is accessed via the HR Self Service staff portal and provides a fully online and paperless process that allows you to submit a claim at any time, on any device and from any location.

There will be a phased rollout of the new form so you should continue to use the current paper based form until you are advised otherwise.

Please note that if you are accessing the paper based form using Wi-Fi connected to Eduroam or if you are accessing this form on a computer that is not connected to the university network (such as a home computer) you will first need to install a piece of software to allow access. Once installed this program will create a secure connection between your computer and the university.

Setup remote access

Access form

All claims must be authorised and sent to the salaries team by the monthly cut-off date.  Claims that reach salaries after this date will not be processed that month.

If your School/Unit has been moved across, the new form can be accessed in HR Self Service.

Expenses Policy

Expenses Policy (PDF, 957 KB)

Expenses are paid through Salaries in line with the Expenses Policy and in line with HMRC guidelines.  It is essential that all employees adhere to the principles set out in the Expenses Policy and familiarise themselves with these prior to submitting a claim. All expenses are auditable and must therefore be reasonable and only incurred in the performance of University business.

If you are not sure if you can claim a specific expense that is not included in the policy please contact  salaries through Ask HR in HR Self Service for guidance.


Human Resources

Salaries and Pensions
The Old Burgh School
Abbey Walk

St Andrews
KY16 9LB
Scotland, United Kingdom

Tel: +44 (0)1334 462569