Visitor expense 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.
Below you will find an example of some narrative you can you use to send out to Academic visitors at the point they are invited to the Department but before they have incurred any costs. Visitors should be informed well in advance to ensure that they only claim for eligible expenses and that payment can be made to them without delay.
Please use the Visitor expense claim email template to be sent before visit.
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.
We also have a visitor expense claim check list to help visitors complete the claim. This should be sent out to them together with the form.
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 three 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.
Related resources
Mathematical Institute: visitor policy