EXTERNAL EXPENSES CLAIM FORM

System Ref
(Finance use only)

PART A - PERSONAL DETAILS TO BE COMPLETED BY THE CLAIMANT

Surname Forename
Home address
Email/contact No
Reason for expense
Signature Date
If you are claiming for interview expenses complete part B. Students should complete part C. All other claimants
should complete parts D and E.
PART B - INTERVIEW DETAILS
Post applied for
Faculty/Directorate
Date of interview Now complete parts D and E
PART C - STUDENT DETAILS
Faculty
Nature of claim
Dates incurred To From Now complete parts D and E
PART D - CLAIM FOR EXPENSES TO BE COMPLETED BY THE CLAIMANT
Faculty/Directorate contact
Accommodation
Subsistence
Travel
Mileage From To No of miles
Other

Total claim value 0

PART E - PAYMENT DETAILS TO BE COMPLETED BY THE CLAIMANT
Please complete the details below (payment can only be made by BACS)
Is the payment to a foreign bank account? Yes No
If yes, please complete a foreign payment request. Your claim cannot be processed without this.
PAYEE
A/C number Sort code
PART F - AUTHORISATION
Please print and sign where appropriate
Chair of Interview
(Interview expenses only)

Course Tutor
(Student expenses only)

Budget Holder Faculty/Directorate

(All expenses)

Date Activity Number

PART G - FINANCE USE ONLY
Activity Nominal
Sundry Num

Date

Ref
 EXTERNAL EXPENSES CLAIM FORM

As per the Financial Regulations, reimbursement of expenses must be claimed within 3 months of the date that the
expenditure was incurred. Claims submitted after this time will not be paid.

All claims submitted will be paid in approximately 2 weeks from the date of submission to Finance, provided that the form
has been completed correctly and authorised by the relevant budget holder.

Payment of Expenses
Expenses are reimbursed weekly (Monday) by BACS payment

Accommodation
We will not reimburse overnight expenses for individuals who travel to the University and live within a 50 mile radius without
exceptional circumstances. Where an individual lives more than 50 miles away and it is necessary for them to stay
overnight, reasonable expenditure will be reimbursed if approved by the appropriate budget holder.

Rates & Allowances

Mileage
Mileage will be reimbursed at a rate of 0.45 per mile for the first 100 miles, then 0.25 per mile thereafter.
All other forms of transport should be booked in advance where possible to ensure value for money and should be
standard class travel.
Accommodation & Subsistence
Reasonable expenditure is deemed to be less than 90 per night for accommodation and up to 20 for an evening meal.

Car Parking
All car parking must be accompanied with a valid parking ticket/receipt and detailed on the expense claim form.
Car parking fines or any other associated fines e.g. speeding or mobile phone fines will not be reimbursed.

Make sure to attach all relevant receipts and to insert the appropriate activity codes.

Send completed forms and paid invoices or receipts to your budget holder for authorisation keeping a copy of all receipts
and paperwork for your records. Once authorised send to finance at:
Sheffield Hallam University, Finance Directorate, Oneleven Building, Floor 5, Sheffield, S1 1WB
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EXTERNAL EXPENSES CLAIM FORM