F-E.9.10

SWANSEA UNIVERSITY

EXTERNAL EXAMINERS (HIGHER DEGREES) CLAIM FOR REIMBUREMENT OF FEES, TRAVELLING AND SUSBISTENCE EXPENSES ACTUALLY INCURRED
Please use block capitals. THE PROVISION OF YOUR NATIONAL INSURANCE NO AND DATE OF BIRTH IS MANDATORY
NAME OF CLAIMANT: ………………………………………………………………………………………...
National Insurance No.
HOME ADDRESS: …………………………………………………………
…………………………………………………………………………… Date of Birth: …. …. /………. /…………
BANK DETAILS*
Bank Name & Address ………………………………………………………………………………………………………
Sort Code ……………………….
Account Number ……………………….
Building Society Personal Ref (if applicable) ……………………………………………
*It is your responsibility to inform us of any future changes in your bank account
ELIGIBILITY TO WORK IN THE UK (proof of nationality must be attached)
Nationality:……………………………
Passport No.:……………………………Visa Expiry Date (if applicable) ……………………..
Authorised by:……………………………………. (member of the employing School)
Date:……………………………………..

FEE

Programme………………………… Dept/School ………….………………… TOTAL FEE / £
Subject Area …………………………………………
Date of Examination Board attended (if applicable): …………………………………
Name of Candidate(s) whose dissertations were moderated………………………………………………………………………
(please list all candidates, using a separate sheet if necessary)

TRAVEL AND SUBSISTENCE EXPENSES(Refer to approved Schedule of expenses Rates)

RECEIPTS/VOUCHERS MUST BE SUBMITTED WITH THE CLAIM

Date of journey /

Place of meeting

/ Purpose of meeting / Times of Departure from Home/Return / Public Transport
Care Hire / Subsistence
Dep. Ret. / £ / £
Sub totals (A)
If car allowance is claimed, please provide the following information:
Car allowance
From: ………..….. To: ……..……….. Mileage: ………..….……… (B) / £
………………… / ………………… / ………………...
POSTAGES, CARRIAGE AND OTHER EXPENSES (Please specify) /

Postages, etc

RECEIPTS MUST BE SUBMITTED WITH THE CLAIM* / (C) / £
*WHERE RECEIPTS ARE UNOBTAINABLE FULL TOTAL EXPENSES
DETAILS SHOULD BE GIVEN (A) + (B) + (C)
£
DECLARATION: I certify that the fees and expenses I have claimed above are correct and in accordance with the approved scales of payment. The journey(s) I have stated were in respect of my official work duties and that no other claim, or request for a fee in respect of the journey(s) made has been, or will be made against the University, or any other agency.
Signature …………………………………………………………. Date …………………………….
Claimant
ACADEMIC REGISTRY USE ONLY CLAIM CHECKED BY
£ P
………………………………………………………..
Fee REB 305 527
Expenses REB 305 591 / Quality Office, Academic Registry Date
AUTHORISED BY:
………………………………………………….
Academic Registrar Date

October 2010

PLEASE READ NOTES BELOW CAREFULLY

Notes/Extracts from Financial Regulations
  1. Failure to (a) complete the appropriate sections of this form or (b) comply with University regulations will lead to delays or non-payment of claims.
  2. Claims for the reimbursement of staff travelling and subsistence expenses must be submitted on the appropriate forms in accordance with the rules approved by the Council.
  3. Supporting receipts/vouchers must be obtained and submitted with each claim, photocopies and credit card slips will not be accepted.
  4. Reimbursement will only be made in cases where expenditure has been incurred properly and necessarily for the University’s benefit. Any aspects of private usage must be excluded from expense claims.
  5. Income tax and/or national insurance payments will be deducted from reimbursed expenses as required by the Inland Revenue.
  1. Public Transport

Actual expenditure on ‘bus, tube, rail fares, etc., will be reimbursed. Rail travel will normally be expected to be second-class. Rail warrants are available upon request from the Director of Finance. The cost of taxis will be refunded only if their use is clearly necessary.

Private Transport

(i)Staff must not use their own vehicles for authorised official duties unless their insurance policy covers this use and also provides protection for the University in the event of an accident occurring. Members of staff will be required to produce such policies upon request.

(ii)The approval of the appropriate Head of Department must be sought before the journey is undertaken. In certain circumstances, it will be open for Heads of Departments, subject to prior negotiations with staff, to authorise payment of a reduced rate of mileage allowance.

7.Claims should be made promptly within one month of the expenditure being incurred.

8.Hire Cars

Where possible, the use of hire cars instead of private vehicles should be encouraged on the grounds of economy.

(It is estimated that for journeys over 80 miles at current rates, car hire can be cheaper). Claims will be restricted to the cheaper alternative unless good reason is shown for the use of private vehicles.

9.Travelling

Where reasonable public transport facilities do not exist, or a substantial saving in time could be effected, a car allowance may be claimed.

Mileage can be claimed at the following rate:

40p per mile

10.Subsistence

Actual expenses incurred up to a maximum of:

  1. Absence from home between 4 and 8 hours£6
  2. Absence from home between 8 and 12 hours£12
  3. Absence from home more than 12 hours£19
  4. Overnight from home and absence up to 24 hours£106 (London £150)
  1. (Please note these are maximum guidelines and receipts still have to be provided to claim these expenses)

11.Personal Expenses

Personal expenses should not be included on claims for reimbursement of expenses. Examples of personal expenses are:

Alcoholic drinks from a mini-bar or purchased other than to accompany a meal

Newspapers

Green fees

‘Pay as you view’ film/satellite/TV subscriptions

Hair salons

Health Spas

Clothes

Child Care costs

Kennel fees

Reasonable expenditure on personal telephone calls and dry cleaning will be permitted, subject to the maximum allowance payable. Where appropriate the cost of tips will be reimbursed. However, the maximum allowance payable may not be exceeded.

Where a member of staff stays overnight with a friend or relative instead of staying in a hotel, a payment of up to £24 per night may be made to the host. A signed receipt must be obtained from the host which must be attached to the expenses claim form.

ELIGIBILITY TO WORK IN THE UK

This section is to be completed and signed by an authorised member of staff within the employing School or Department in advance of any work being undertaken by the claimant.

If this section is not complete the claim will not be processed.

In order for the authorised member of staff within the employing School or Department to be able to complete this section, the claimant must provide proof of nationality and, if appropriate, evidence of eligibility to work within the UK, which must be copied, initialled and dated by the authorised member of staff within the employing School or Department and attached to the claim.

October 2010