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The Finance Department

Expenses and Claim forms (for staff only)

Contact details: Payments Section

The College’s first preference for procurement is that the supplier invoices the College for goods or services, however there are some circumstances when expenditure is incurred directly by staff and reclaimed by way of the expenses claims. Fee payments to individuals must not be paid and reclaimed as expenses. All claims for reimbursement should be made through Business World.

 

Claiming for Travel and Subsistence

Further information about claiming travel and subsistence can be found on the Travel and Subsistence page. Staff are encouraged to review the guidance before incurring any costs.

 

Authorisation

Staff in the Finance Department are responsible for ensuring that claims have been appropriately certified for payment and calculated at the correct rates. With the exception of their own claims, all claims must be authorised by the appropriate budget holder whose authorisation indicates that the expenses have been correctly and necessarily incurred on behalf of the College. These approval levels are preset within Business World.

 

Unless there are exceptional circumstances, claims for reimbursement of expenses incurred more than three months prior to the date of the claim will not be reimbursed.

 

All expense claims must be supported by appropriate backing documentation (receipts).  Claims must normally be submitted within three months of the original payment.  

 

Please refer to the Business World user guide for further information. If you have a query about expense claims please raise a query through ASK.

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Finance Department, Birkbeck, University of London, Malet Street, London WC1E 7HX. Departmental Office tel.:  020 7380 3145, fax.: 020 7380 3221