Making a claim
All expense claims should be made via HR Self Service and must be completed with as much detail as possible and all supporting receipts uploaded to the claim. Once submitted, claims will automatically route to the line manager for approval, unless Human Resources have been advised of an alternative arrangement within the School or Unit. Claims will then be sent to Salaries for final checking, and approval for payment through the next available payroll.
Please ensure that you do not upload any documents that contain personal details that are not needed for the claim. If a document does contain personal information, you must redact this before upload. Examples of information you should redact include, credit card or bank account numbers, home address, transactions on bank statements. If personal data is not redacted, Salaries may reject the claim. You can find more information about the General Data Protection Regulation in our GDPR FAQs.
Original receipts MUST be retained until you have received payment into your bank account.
Any rejected claims will be returned by the approver or Salaries for relevant changes to be made prior to resubmission.
Sign in to HR Self Service.
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.