EXPENSE CLAIMS: Notes for Guidance

All claims should be supported by full receipts. UCL will only pay claims to examiners employed externally to UCL and is unable to reimburse claims which are not supported by receipts. Please note that UCL can only reimburse the external examiner concerned and cannot pay any third parties in relation to travel expenses.

If you are likely to incur expenses which fall outside the categories below, please contact to check that they will be met by UCL.

Please note that since the method of reimbursement is by cheque, it is important that the address section of the form is completed in order to ensure that it is sent to the right place.

TRAVEL BY PUBLIC TRANSPORT

·  UCL will reimburse examiners’ rail fares for return journeys at STANDARD CLASS RATES to and from their normal place of work or residence to London. Tickets should be enclosed when expenses are claimed.

·  For inexpensive journeys undertaken by London Transport in connection with examining duties (e.g. bus and Tube trips within one or two zones) receipts should be provided but are not essential.

·  Taxi fares for short journeys in London, supported by receipts, will be reimbursed. Examiners are kindly requested to use taxis only where convenient bus and Tube travel is impractical or unavailable.

Please note, we are unable to reimburse fares above standard class except where unusual or exceptional circumstances make this unavoidable. Examiners who wish to use First Class rail travel should email , before booking any tickets. Unauthorised First Class fares will only be reimbursed up to the cost of the equivalent open Standard Class ticket.

AIR TRAVEL

·  UCL will reimburse Standard Class air fares for Examiners whose normal place of work/residence is Northern Ireland, Scotland, the Channel Islands, the Isle of Man and Eire.

·  UCL will reimburse reasonably priced, Standard Class air fares for examiners living and working abroad.

·  UCL will meet claims for reimbursement of air fares from examiners normally resident in England and Wales, but only where this would be a less expensive option than travelling by other means.

Please note, UCL will not meet claims for Business and First Class air fares. UCL also reserves the right not to reimburse, fully or in part, any air fares it deems to be excessive or unnecessary.

OVERSEAS EXAMINERS

Examiners from outside the UK must complete the attached Personal Details Form together with your expenses form, so that payment can be made in local currency directly into your account.

PRIVATE TRANSPORT

·  Examiners travelling by private motor car or motorcycle will be reimbursed at the mileage rate stated on the claim form for direct journeys to and from the examiner’s normal place of residence to UCL. Where possible, receipts for fuel should be included in the claim. UCL will not reimburse car hire costs.

·  Car parking charges will also be paid but receipts should be provided.

HOTEL AND SUBSISTENCE ALLOWANCES

·  Subsistence will be paid at a maximum amount of £14.00 per day.

·  A maximum of £130 will be reimbursed for each night’s accommodation. Multiple night stays will be reimbursed only where this is necessary for the examiner to perform his/her examining duties. It is essential that copies of hotel invoices are enclosed with the claim form.

Please note, UCL is only able to reimburse up to £130 per night on any hotel tariff.

MISCELLANEOUS EXPENSES

·  Telephone and postage charges incurred in connection with examination duties will be reimbursed.

Please note that we can only reimburse, directly, the external examiner incurring travel expenses. UCL’s financial regulations preclude payment of examiners’ travel expenses to third parties. Examiners should therefore avoid booking travel through their own institutions or companies.

RESEARCH DEGREE EXAMINER’S
PERSONAL DETAILS FORM

PLEASE TYPE OR USE BLOCK CAPITALS

This form should be completed and returned with your Expenses Claim Form to:

Research Degrees, Assessment and Student Records, Student and Registry Services, UCL, Gower Street, London WC1E 6BT.

Please note that it is important to submit this form for claim in order to ensure that UCL has your up-to-date contact and banking details.

EXPENSES CLAIM FORM
FOR RESEARCH DEGREE EXAMINERS
Examiner’s Name / Candidate Examined
Address for Receipt of Cheque:
Research degree examiners external to UCL may claim travel and other expenses incurred in connection with their examining duties. UCL will reimburse expenses incurred and pay subsistence allowances as detailed below.
Amount claimed
Return Standard Class Railway/Economy Air Fare (please specify) to London / £ / p
From on (date) / return on (date)
From on (date) / return on (date)
From on (date) / return on (date)
In event of travel from a vacation address, travelling expenses claimed may not exceed those from usual residence unless attendance is requested by UCL at short notice
Cost of Travel by Underground/Public Road Transport
From on (date) / return on (date)
From on (date) / return on (date)
From on (date) / return on (date)
Private Motor Vehicles
Mileage allowance: 40 pence per mile by private car; 24 pence per mile by motor cycle
journeys of miles, total miles at per mile
Car Parking Charges at airport or station: hours/days at
Subsistence
Receipts must be included for claims over £5.00. A maximum of £14.00 per day will be reimbursed.
Hotel Allowance [receipts must be included]
A tariff of up to £130 per night can be claimed: nights at per night
Postage and/or Telephone Expenses
incurred in connection with examining duties - please give details
Total Claimed:
I have read and acknowledge the terms detailed in the notes accompanying this form
Signature of Examiner / Date
This form should be completed and returned to Research Degrees, Assessment and Student Records, Student and Registry Services, UCL, Gower Street, London WC1E 6BT. Please note that UCL WILL NOT pay claims unsupported by FULL receipts. UCL can only reimburse the examiner concerned and cannot pay any third parties in relation to examiner expense claims.