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Expenses
All staff and students should read the Expenses Policy before making payments themselves on behalf of the University.
Mileage can be claimed through the 鈥淢y Travel & Expenses鈥� function within T1.
Before claiming鈥痬ileage鈥痽ou must ensure you have met the health and saftey requirements detailed in ''.
Staff will only be reimbursed for expenses which they actually and necessarily incur in the course of official travel when using their own vehicle. Mileage allowances are paid for the actual distance necessarily travelled, excluding the cost of home to work journeys, unless this is specifically agreed to in their contract.
To calculate the mileage you can claim for - this should be the mileage travel from your work location to the location of your business event, or from home if that was the starting point of your journey and it is shorter than travelling from the University.
Please see the Expenses Policy ("Motor vehicles" section) for full details.
Expenses are paid within the weekly payment run. All expense claims approved by close of business on a Tuesday will be included in the payment run on Wednesday. These payments are made via BACS and will reach the claimants bank account on the Friday.
Staff are paid using the bank details held in Trent and students are paid using the bank details held in the Student Records System.鈥�
Tracking expenses
鈥疶he 'My Travel and Expenses' page within T1鈥痚nables鈥痗laimants鈥痶o view their expenses history.鈥�
Each expense will have a status:鈥� 鈥�
| Status | Description |
|---|---|
| Draft | The claim has not yet been submitted by the claimant for approval |
| Approve Expenses | The claim is awaiting approval and has not yet been actioned by the approver |
| Make a request | The claim has been submitted and subsequently rejected by the approver |
| Completed | The claim has been approved and reimbursed |
Approvals are a necessary鈥痯rocess鈥痜or budget holders to鈥痬onitor and鈥痬anage their budget and ensure that spend against the budget is carried out appropriately.
Once an expense submission is submitted for approval in T1, the鈥痳elevant鈥痓udget holder (or their nominated approval pool) will receive an email to approve or reject the expense.
The approver must check the expense鈥痠s:
- In line with University policy, such as the鈥� Expenses and Travel Policy鈥痑nd the Purchasing Policy
- In line with鈥痵pecific rules for the budget i.e.鈥痳estrictions imposed by a research funder
- The most appropriate way to obtain the goods/services. For鈥痚xample,鈥痵hould the purchase have been made following鈥痶he University's purchase order鈥痯rocess?
In addition to receiving an email alert, approvers can view the expenses submitted for approval in 'My Tasks' on the T1 Home Page.鈥� To distinguish the expenses items鈥痺ithin My Tasks, the approver can type鈥�淭&E鈥濃�痮r鈥�渢ravel鈥濃�痠n the search box.
For further help please contact Accounts payable