Anyone wishing to book a place to attend a conference/symposium/seminar will need to discuss the
payment with their respective Divisions. All of the Divisions hold Departmental credit cards for
travel purposes and in most cases the conference organisations will accept payment in this manner.
Only in extreme cases will the Finance Office submit an application to have a Conference/Seminar/Symposium
organisation added to the Oracle UFS system.
The financial regulations do not permit the payment in advance for either goods or services hence the use of credit cards.
Expense Advance Request
Persons wishing to receive an advance in anticipation of incurring expenses on behalf of the University should complete the appropriate form [available from Finance Office] and send it to Secretary of Department (Finance) showing clearly their own room number (for ease of return).
It is important that the form states when the expense advance will be redeemed and that this date is adhered to. Advances may be requested in any currency - please make clear what is required. At least ten days notice should be given when a foreign currency advance is requested.
Reimbursement of Expenses
Persons wishing to claim for reimbursement of expenses should complete the appropriate form [available from Finance Office] and send it to the Finance Office showing clearly their own room number (for ease of return).
This form is to be used for all expenditure including travel and subsistence. Claimants should read the reverse of the form, which gives details of the current rates, which are revised annually on 1 August [current rates].
Note that the form MUST be authorised by someone other than the claimant. Forms must be completed in sterling - foreign currencies may be shown in narrative boxes and should be converted at rate shown in Financial Times [current rates available from Secretary of Department (Finance)].