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The Finance Department

Expenses and Claim forms (for staff only)

Contact details: Payroll 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 claim forms.

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.  All claims for reimbursement of expenses must carry two signatures.  The counter-signatory shall be in a position to verify that the expense claimed has actually been incurred on legitimate College activities.  The authoriser for expenses claims will need to have been notified to Finance on the authorised signatory form. As a general rule for expenses claims and credit card returns authorisation is as follows:

Staff Member

Authoriser

Head of Professional Service Department

College Secretary

Executive Dean

College Secretary

Assistant Dean

Executive Dean

School Manager

Executive Dean

Assistant School Manager

School Manager

Research Staff

School Manager / Principal Investigator

Other Academic Staff

Assistant School Manager

Other Administrative Staff

Head of Professional Service Department

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 submitted on the appropriate forms and be supported by appropriate backing documentation.  Claims must normally be submitted within three months of the original payment.   These forms are available to complete on-line and have been designed to ensure that the Payroll Section process your claim quickly and accurately.  Please read the notes that accompany the form on-line.

  1. Complete the form on-line.
  2. Save the document if you wish to keep a copy.
  3. Print the form (set to print page 1 only).
  4. Staple the form with the appropriate backing documentation.  Original receipts and not credit card slips need to be attached.
  5. Sign the form and obtain a second signatory (the budget holder or their representative).
  6. Return the completed form to Payroll Section, Finance Department.

Reimbursement of UK Expenses xls format - This form is for reimbursement of UK expenses. 
For the current car mileage rate please contact the Payroll Section

Reimbursement of Hospitality Expenses  xls format - This form is for hospitality expenses where external catering is provided.  In order to comply with Inland Revenue regulations regarding taxable benefits, the participants in the event need to be recorded.  This form does not need to be completed if internal catering is used.

Please use these forms for reimbursement of foreign expenses:

Reimbursement of expenses (Euro) xls format - This form is for reimbursement of Euro expenses only.

Reimbursement of expenses (All other currencies) xls format - This form is for reimbursement of all other currency expenses.

If you have a  reimbursement of expenses enquiry please contact Payroll Section on ext 3136.  Claims received in Finance by 10th of each month will be paid in that month’s payroll.

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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