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Copies of the University’s Manual of Financial Rules (MFR) are available in all Budget. Centres and are accessible through the intranet https://www.intranet.bham.ac.uk/finance/manual/. All staff claiming expenses must ensure that they are familiar with the appropriate section and that claims are made in accordance with the MFR.
It is essential that the correct forms are used when claiming expenses as different information is required depending upon who is making the claim. Completed and authorised forms should be sent to the Payroll Section of the Finance Office. In instances when only expenses are being claimed, FIN 7S form should be used.
Please use a separate claim form for each activity upon which fees and expenses have been incurred.
All fees and related expenses paid to members of staff will be included with salary payments so that, if appropriate, income tax and national insurance can be deducted.
The approval of your Head of Budget Centre must be obtained before fees and expenses are incurred and Staff are required to exercise economy, taking advantage of special travel facilities whenever possible.
Special rates of reimbursement apply to particular activities and such rates are notified in the Expenses section of the Finance Office Website http://www.finance.bham.ac.uk/payroll/expenses.shtml.
Where Budget Centres wish to operate commitment accounting for fees and expenses, the Budget Centre Purchase Order Number box on the front of this form must be completed.
The University has a dispensation from the Inland Revenue to reimburse the majority of expenses claimed without the deduction of income tax at source or the need to include the details within year end returns provided that receipts are obtained in all cases.
The University will reimburse travelling expenses in full where journeys start and end at the individual’s normal place of work. Where journeys start and/or end at an individual’s home, however, reimbursement will be on the basis of the cost of the shorter journey between that from an individual’s home to a given destination and that from the normal place of work to the given destination.
Any reimbursement of home to work travel is liable to the deduction of income tax and national insurance contributions.
Requests for additional payments to students of the University must be made to Worklink. Students who are subject to visa restrictions on their weekly working hours must not be asked to undertake work without checking with Worklink in advance whether the work required is within the limit specified in their visa.