Taught courses: costcode RE00300 used for hospitality, travel and subsistence claims for individual external examiners
The Academic Standards and Partnerships Office will fund either an evening meal or a lunch for an external examiner visit, subject to the agreed limits indicated in the table below. Funding will not be available for both meals. Furthermore, the Academic Standards and Partnerships Office will not fund catering for examination boards.
Expenses claim forms together with copies of supporting paperwork (receipts and details of which external examiner the expenditure relates to) must be sent to the Academic Standards and Partnerships Office to enable reconciliation with the budget of all authorised spending. The Academic Standards and Partnerships Office retains the right to request that a Departmental Financial Transfer is completed to reimburse them for incorrectly coded expenditure.
Expenditure relating to Postgraduate Research external examining (eg viva externals) should be coded to RE00200 and copies of relevant paperwork sent to the Research Team in the Registry.
In order to avoid any miscoding, please contact the Academic Standards and Partnerships Office if you have any queries with regard to whether a cost is permitted from the RE00300 budget.
| Description | What we will pay | Process | Charge code |
|---|---|---|---|
| Accommodation (up to two nights) |
Overnight stay and breakfast |
If invoiced send to ASPO for processing If booked through Venue Essex, provide costcode Alternatively, the external examiner can claim as part of their expenses |
5650 RE00300 |
|
Catering (applicable to all catering orders) |
An allowance of up to £18.50 per external examiner plus one departmental member of staff will be paid |
Confirmation from Catering Services (DCT's) must be sent to the ASPO |
5650 RE00300 |
| Departmental financial transfer |
This form is mainly used for hospitality |
The payment requisition (DT numbered forms) must be sent to ASPO to be signed |
5650 RE00300 |
| Fees |
Note: Lower Degree (UG) - Fee (Taxable) Higher Degree (PG) - Fee (Taxable*) Lower Degree (UG) - Expenses (Non taxable) Higher Degree (PG) - Expenses (Non taxable**) |
||
| Main meal |
An allowance of up to £18.50 per external examiner plus one departmental member of staff staff will be paid |
Staff member pays, sends claim form, Hospitality and Entertainment form and receipts to ASPO External pays and claims via expenses NOTE: Any costs above £18.50 per head will be charged to the department |
5650 RE00300 |
| Postage |
Postage costs for return of scripts etc to be reimbursed by the department |
||
| Reimbursement of expenses |
This form is used by University staff for hospitality expenses (main meal allowance applies) |
The requisition must be sent to ASPO to be signed |
5650 RE00300 |
| Public transport |
Actual expenditure on second-class rail, bus or coach fares will be reimbursed. Cheap day returns should be used where applicable. Car parking fees at a station will be reimbursed. Exceptionally, and in approved cases, air fares at the cheapest rate (tourist or economy) will be reimbursed only after approval by ASPO. If travelling by 1st class travel, the difference between 1st and 2nd class travel will be borne by the department. |
The external examiner to complete an Expense Claim Form and send to the ASPO for signature |
RE00300 (ASPO to code appropriately) |
| Privately owned vehicle |
Approved rate 45p per mile for the first 10,000 miles and 25p per mile thereafter. Car mileage may only be claimed where public transport was not available. Approval for reimbursement will only be given when one of the following reasons applies and is stated on the front of this form.
Taxi fares may also be claimed in the above circumstances. Motorcycles, Scooters and Mopeds - approved rate 24p per mile |
The external examiner to complete an Expense Claim Form and send to the ASPO for signature |
5561 RE00300 |
| Subsistence |
Staff travelling on University business may reclaim reasonable out-of-pocket costs for subsistence, subject to the approval of the appropriate budget holder, and provided the claim is fully receipted and vouched. |
Complete an Expense Claim Form (word doc.) and send to the ASPO for signature |
5572 RE00300 |
| Vouching receipts |
With the exception of approved mileage claims, receipts are required to enable us to process the travel and subsistence claim efficiently. Please ensure that all receipts are attached to the claim form. |
Page last updated: 03 May 2013