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Allan Spencer: Claim your expenses by the end of the financial year
By: Sean Armstrong
Last updated: Tuesday, 9 July 2019
With the University’s financial year end coming up on 31 July, it's worth your while preparing and submitting your out-of-pocket expense claims now.
Expense claims must be submitted and authorised before August to be accounted for in the current financial year. Any claims submitted or authorised after this will be accounted for against the 2019/20 budget.
You will need access to the Finance System to submit an out-of-pocket expense claim. If you don’t already have access, you can apply by completing the New User Set-Up form and emailing it to the Finance Service Desk. Please note that this form will need sign-off from your budget holder so please allow time for this.
As a reminder, you can now prepare your out-of-pocket expense claims using the Expenses App. It's important that you attach a clear and complete image of your receipts to your claim so that budget holders can understand and authorise it, and so that receipts are available for HMRC and any research funders.
If receipts are not attached or unclear the budget holder will reject the claim back to you for re-submission, which may cause delay in getting your reimbursement, and which may risk the expenditure being accounted for from the 2019/20 budget.
Information on how to download and use the app, and how to capture images of your receipts can be found on our website. Please also ensure that you delete any expense claims that are no longer valid, or they will be carried forward to the new financial year.
A separate email has been sent to budget holders and people who make purchases or raise sales orders on behalf of the University. If you think you should have received one of these emails and you haven’t, please contact the Finance Service Desk.
If you need further advice on any of the above, please contact the Finance Service Desk on rt-finance-servicedesk@sussex.ac.uk or extension 7172.