Claiming expenses at Sussex
Most scholarships include an allowance for research and training costs - Research Training Support Grant (RTSG). This can cover such items as laboratory consumables, travel to archives, conference attendance, research participant costs, training courses.
All claims for RTSG must be made within the funding period, and any event claimed for must also have taken place within the funded period. You should claim reimbursement of your approved RTSG or Overseas Fieldwork expenses as soon as you have made your booking, and within 3 months of the spend. Claims outside this timeframe will require a written explanation to be approved.
Expense claims process:
- As a UKRI funded PGR, you will be given access to the Sussex Unit4 expenses app and provided with some training on the process.
- You can upload receipts and claim expenses via the app following the same process as Sussex staff.
- Approved expenses are paid directly into the bank account you have listed on Sussex Direct
- For further guidance see Travel and Working Away from Base, Hospitality and Out of Pocket Expenses : Getting help : Finance
- For DTP RTSG and Overseas Fieldwork claims
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SeNSS, SEDarc, CHASE - once you have obtained approval from your DTP for your RTSG or OSF request, you can then proceed to make your booking or purchase and claim reimbursement via the app. When your funding request is approved, the PGR scholarships team will inform you the budget code to list for your expenses.
SoCoBio, Leverhulme, etc - PGRs from various DTPs or those with project scholarships are able to process their expenses directly on the finance system, which their supervisor(s) will approve.
- Ineligible items
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The University of Sussex procurement and purchasing policy deems certain items ineligible for reimbursement. These include personal membership to academic bodies - even though student membership reduces costs of conference attendance, and purchases of alcohol.
Contact us at pgr-scholarships@sussex.ac.uk for any further queries.