Reclaiming expenses

• All claims must be submitted at least monthly and no later than three months after the expenses have been incurred in order to assist budget managers in monitoring expenditure.
• The expense claim process should be used for reimbursement of items related to travel and subistence. Equipment purchases should be requested through the Support team, com-support@sheffield.ac.uk.
• If claiming for subsistence you must include all receipts or claim the standard subsistence rate (additional detail below).
• When submitting an online expense claim please enter the dates of purchase rather than the dates of travel.
• Credit card receipts are not sufficient on their own for reimbursement, a till receipt must also be supplied.
• State the purpose of any journey in some detail. "Attending Conference" will get rejected but "Attending TLA07 13th world conference on Three Letter Acronyms on this date" will be OK.
• For very small purchases of items other than travel you can use Petty Cash. Caroline Wyer and Sarah Brown are responsible for the Petty Cash.
• A valid account code will be required for any reimbursement.

Staff

University of Sheffield staff members should submit expenses via myExpenses in myJob. A user-guide is available to help with this, please ensure you have adjusted your computer settings to allow pop-ups. Expenses processed through myJob are paid through your monthly salary and the monthly deadline dates can be viewed here. If you have any difficulty accessing the expenses section on myJob, please contact Caroline or Sarah for asssistance, com-purchasing@sheffield.ac.uk.

Please ensure for any expenses involving hospitality i.e. meals taken with non University staff, names and organisations are added to the claim form. If this information is missing your claim will be delayed.

Once the claim has been submitted online, print the form and hand the print-out with attached receipts to reception. For audit purposes credit card receipts alone are not sufficient and in all cases you should request a till receipt.

Students

Students should claim expenses using the Expenses claim form for University of Sheffield students. It is not a requirement for students to supply bank details on a expenses claim form but up to date bank details should be entrered through the MUSE portal.

The completed form and original receipts should be handed to reception.

External visitors

External visitors should claim expenses using the non-staff form. The completed form and original receipts should either be handed to reception or posted through to

Reimbursements are usually made within 3 weeks of claim submission.

Finance rates and allowances

Mileage allowance

On the form you will also need to maintain a record of cumulative mileage from 6 April each year. Staff using their own vehicle for business travel must also ensure that they comply with the University's Work Related Driving Policy.

Persons who use their own vehicles for University business purposes must ensure that:

  their personal insurance policy states ‘for business use’, ‘for occasional business use’, ‘for purposes in connection with the
  business/occupation of the policyholder’ or a similar phrase

  A University of Sheffield self certification health declaration form is completed on an annual basis (See Appendix 5) together
  with a University of Sheffield Driver Registration Form (See Appendix 2) - both included in the above Policy.

Mileage rates are:

• Cycles: 12p per mile
• Motorcycles: 24p per mile
• Car: 40p per mile for the first 4000 miles travelled during the tax year (6 April to 5 April in the following year)
• Car: 25p per mile for any mileage between 4,000 and 10,000 miles during the tax year

Daily Subsistence Rates

• is between 5 and 10 hours in length the rate is £6.00 per person
• is over 10 hours in length the rate is £10.00 per person and covers two meal times
• starts before 07.00 hours and finishes after 19.00 hours the rate is £15.40 and covers breakfast, lunch and dinner

Staff should note that items of a personal nature such as mini-bars will not be reimbursed by the University. Where these items are included on a bill, which is to be settled directly by the member of staff, the costs should be deducted byt the claimant prior to submission of the claim.