External Examiner fees and expenses

Fees

Award External Examiners are paid a fee based on the number of modules being examined. Once the report has been received and processed, we will arrange for your fee to be paid. If you are responsible for both undergraduate and postgraduate (taught) provision, you will need to send in two separate reports.

Undergraduate award External Examiners

  • 1-4 modules £400
  • 5-8 modules £500
  • 9+ modules £600

Postgraduate (taught) award External Examiners

  • 1-8 modules £300
  • 9+ modules £400

Module-only External Examiners

For External Examiners appointed to cover modules only (usually due to the specialist nature of the module) a £200 flat rate fee at either PG or UG level will be paid.

Taxation

Undergraduate fees

External Examiner fees for undergraduate provision will be taxed at source (PAYE). Income Tax will be deducted at the basic rate from all fee payments made by the University. External Examiners will receive a payslip for each payment, showing the gross fees and tax deducted, as well as an annual P60. These can be accessed via HR Organiser. Any adjustment needed to prevent double taxation as a consequence of this charge to taxation at source will be made by the individual’s local tax office and any decision will be subject to the right of appeal.

Partner Institutions do not currently have access to Agresso systems and will receive payslips and their P60 from the University of Essex Human Resources Department directly, as in previous years.

Postgraduate (taught) fees

Fees paid to External Examiners for postgraduate (taught) provision will not have not have tax or national insurance deducted at source. Postgraduate (taught) fees fall under self-assessment for taxation purposes.

Expenses

In addition to the payment of fees, we will reimburse subsistence and travelling expenses incurred in connection with the duties of an External Examiner in accordance with the University’s approved rates. Claims for expenses should be submitted at the same time as the annual report to the University. Please ensure that receipts are included alongside the claim.

Please note that these guidelines refer only to undergraduate and postgraduate (taught) External Examiners. Claims for expenditure relating to External Examiners for postgraduate (research) provision must be sent to the Postgraduate Research Education team via pgresearch@essex.ac.uk.

University of Essex Departmental External Examiners

External Examiner expense claims and receipts should be submitted online via Agresso Unit4Web. Guidance on usage of this system can be found in the External Examiner User Guide. Note: if an External Examiner is using Agresso Unit4Web off-campus, or from a non-networked device, an OpenVPN connection will need to be established. Please refer to the report submission guidance for instructions on how to do so.

Partner institution External Examiners

External Examiners for the University’s Partner Institutions should complete an Expenses Claim Form (.docx) and submit the form (including all scans of receipts and evidence of claims) to QUAD at external.examiners@essex.ac.uk.

Departmental expenses relating to External Examiners

Expenses claim forms, together with copies of supporting paperwork (receipts and details of the External Examiner to which the expenditure relates) should be sent to QUAD at external.examiners@essex.ac.uk in order to enable reconciliation with the budget of all authorised spending. We retain the right to request that a Departmental Financial Transfer is completed to reimburse incorrectly coded expenditure.

The Quality and Academic Development team (QUAD) 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. QUAD does not cover the cost of catering for examination boards.

Payments and processes

Accommodation (up to two nights)

What we will pay

Overnight stay and breakfast in a hotel which can be evidenced to represent the best value for money. Claims for accommodation in excess of an expected standard rate may be queried, and supporting evidence requested to demonstrate the suitability of the accommodation. Please inform QUAD of any non-standard accommodation costs in advance of the date of your visit.

Process

Departments cover costs and send quarterly forms through to QUAD for reconciliation. Alternatively, the External Examiner can claim as part of their expenses.

Fees

What we will pay

  • Lower Degree (UG) - Fee (Taxed at a standard rate)
  • Lower Degree (UG) - Expenses (Non taxable)
  • Higher Degree (PG) - Fee (Taxed via self-assessment)
  • Higher Degree (PG) - Expenses (Non taxable)

Fees are paid on the 28th of each month. If this falls on a weekend or bank holiday, then payment is made on the last working day before.

Process

External Examiners will be paid their fee/s upon submission and acceptance of their annual report/s.

Fees for reports submitted between 11th of the first month and 10th of the second month are likely to be paid on the payday of the second month.

Subsistence (Exam Board meals)

What we will pay

An allowance of up to £30.00 per External Examiner, plus £30.00 for one departmental member of staff per External Examiner present will be paid for exam board meals.

Process

Departments to cover costs and send quarterly forms through to QUAD for reconciliation.

Alternatively, the External Examiner can claim as part of their expenses.

NOTE: Any costs above £30.00 per head will be charged to the department

Postage

What we will pay

Postage costs for return of assessment materials to be reimbursed by the department.

Process

Please email external.examiners@essex.ac.uk for information on submitting a claim for postage.

Public transport

What we will pay

Actual expenditure on second-class rail, bus or coach fares will be reimbursed. All first-class travel will need prior approval via email to QUAD (external.examiners@essex.ac.uk). Train travel should be booked at the best value for the money possible, utilising cheap day returns and pre-booked, timed tickets where applicable. Car parking fees at a station will be reimbursed subject to the supply of receipt. Exceptionally, and in approved cases, air fares at the cheapest rate (tourist or economy) will be reimbursed only after prior approval by QUAD. If travelling by 1st class travel, the difference between 1st and 2nd class travel will be borne by the department (with prior approval by the Head of Department).

Process

Submit an online expenses claim via Agresso Unit4Web (University of Essex Departmental External Examiners).

Complete an Expense Claim Form (.docx) and send to external.examiners@essex.ac.uk (partner institution External Examiners)

Privately-owned vehicle

What we will pay

Approved rate 45p per mile for the first 10,000 miles and 25p per mile thereafter for motor cars or vans (excepting rental cars, approved rate being 15p per mile for all mileage).

Approval for reimbursement of mileage claims will only be given when one of the following reasons applies and is stated on the front of this form:

  • public transport was not available
  • apparatus or bulky items were carried
  • the saving of time could be warranted
  • the stated number of people travelling together made it economical

In circumstances where no rationale is provided for a mileage claim, or the rationale is deemed insufficient by the budget holder, the University reserves the right to reject said claim.

Taxi fares may also be claimed in the above circumstances.

Motorcycles, scooters and mopeds - approved rate 24p per mile for all mileage.

Bicycles – approved rate 20p per mile for all mileage.

Process

Submit an online expenses claim via Agresso Unit4Web (University of Essex Departmental External Examiners) Complete an Expense Claim Form (.docx) and send to external.examiners@essex.ac.uk (partner institution External Examiners)

Subsistence (off campus)

What we will pay

Staff travelling on University business may reclaim reasonable out-of-pocket costs for subsistence (not exceeding £30.00, except with prior approval) Subsistence claims are subject to the approval of the appropriate budget holder and must be fully receipted and vouched.

Alcoholic drinks must not be included in subsistence claims. Claims for alcoholic beverages will not be reimbursed.

Process

Submit an online expenses claim via Agresso Unit4Web (University of Essex Departmental External Examiners).

Complete an Expense Claim Form (.docx) and send to external.examiners@essex.ac.uk (partner institution External Examiners).

Vouching receipts

What we will pay

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/uploaded to the claim form. Receipts should be supplied with an itemised break-down of costs wherever possible. Where receipts are not available, alternative means of evidencing expense claims will be requested such as confirmation e-mails or bank statements. When supplying evidence in this fashion, please ensure all personal information not pertaining to the claim is redacted.

Please note that expenses claims can be subject to Freedom of Information Act requests and that the Director of Finance reserves the right to reject any expense claim that does not comply with the University’s Financial Regulations.

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Quality and Academic Development
Telephone: 01206 874861