Visitor Expenses Claims
A visitor may be reimbursed for out of pocket expenses i.e. the costs of travel, subsistence and accommodation incurred whilst visiting Oxford for University business.
Staff inviting visitors to the Mathematical Institute are responsible for ensuring budget availability and cost eligibility for visitor expenses prior to costs being incurred. For example, where expenses are to be charged to a research grant, it is the responsibility of the principal investigator to check the eligibility of visitor costs with respect to funder’s specific terms and conditions. If you are unsure about whether visitor costs are eligible on your research grant, please contact the Finance Officer (Research Projects & Studentships) for guidance before any expense is incurred.
Academic visitors are required to use the University’s Expenses Claim Form (Externals). Expenses submitted for reimbursement must comply with the conditions set out in the University’s Expenses Policy and Claimant’s Guide. The Claimant’s Guide should be consulted to determine the types of costs and that can and cannot be claimed by visitors to the Mathematical Institute.
If you are a member of the Mathematical Institute (staff or post-graduate student) with SSO credentials then you should use the online eExpenses system and not the External expense claim referred to above.
Submitting Expenses Claim Form (Externals)
Completed expense claims along with scanned or electronic copies of receipts for all expenditure should be emailed to the Finance Team at @email.
When emailing the Finance Team, you are asked to declare that your expense claim is legitimate. In your email you must include the statement “I confirm that the attached claim is in respect of bona fide business expenses incurred wholly, exclusively and necessarily on behalf of the University”. This statement is in lieu of an original signature and the Finance Team will not be able to process any claims without this confirmation from the claimant.
Expense claims should be submitted on a timely basis, generally within two months after the expenditure is incurred.
For any queries on completing expense claims contact @email. For queries related to cost eligibility for expenses that are to be charged to research projects, contact @email.
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