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Travel & Expenses Policy F.A.Q.s
Introduction
These FAQ’s have been drafted to assist in answering frequently asked questions relating to
the reimbursement of expenses in the University Travel & Expenses Policy.
Queries relating to the Policy (under Working Practices section), should be directed to
humanresources@napier.ac.uk
Please note that Travel and Accommodation should be purchased in advance through the
travel partner (currently Key Travel) via your Travel Booker.
Staff undertaking frequent overseas trips should contact L.Smith@napier.ac.uk for information
on a University corporate credit card.
Who will be processing my claim, if I have a query?
Expenses claims are processed by the Accounts Payable Team who are located in Room
6.B.32, Sighthill Campus.
E-mail contact details: accountspayable@napier.ac.uk
Or telephone:
Agnes Drew
ext.
6525
Evelyn Hall
ext.
6345
Carolyn Wilson
ext.
6455
1) Who is my Travel Booker?
Please refer to the Travel Bookers list on the Finance A to Z document for details.
2) When will my claim be paid?
Claims are normally paid at the end of the month in which they are submitted. If you wish
to check the progress of a claim, please contact a member of the Accounts Payable Team
(6.B.32, Sighthill)
Agnes Drew
ext.
6525
Evelyn Hall
ext.
6345
Carolyn Wilson
ext.
6455
3) Which claim form should I complete?
a) Claiming expenses at the end of my trip/course/conference
A FIN3 form should be completed to claim any “out-of-pocket” subsistence and/or
incidental expenses.
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Where the Policy requires receipts to be provided, these must be original receipts, i.e.
VAT/till receipts, as evidence of expenditure and must be attached to the FIN3 form to
back up any expenditure claimed.
Please note that Credit Card receipts are not acceptable, as per H M Revenue & Customs.
b) Mileage claims
Claims which are for mileage only are processed by the Payroll Team (who are part of
HR) and paid to you monthly along with your salary.
Claims should be made on the Mileage Claim Form.
For further information, please contact a member of the payroll team.
5) Can I request a cash advance?
There should be little requirement for an advance for business trips as your travel booker
should have booked and paid for both your travel and accommodation element of the trip.
Course fees can be booked and paid for by the University.
The Policy provides for advances to be made available, only in exceptional circumstances,
and at the discretion of the budget holder.
6) If, in exceptional circumstances, I have a cash advance, how do I refund any
unspent/unused money?
If this is GBP, you can repay by using either your debit or credit card. To do this please
contact Cash Services on ext. 6240 or 6343. You will be asked to provide the Trip Number
to which the repayment relates.
You will also be required to complete a Finance A to Z form detailing your expenditure with
accompanying receipts. You must also note your repayment reference number on the
FIN3. (This will have been given to you by Cash Services when they processed your
credit/debit card transaction).
Alternatively, you can repay by attaching a cheque payable to Edinburgh Napier University
when submitting your FIN3.
7) What is a Trip Number?
When you undertake a trip on behalf of the University, each trip is allocated a Trip Number,
generated from a Trip Number Allocator spreadsheet normally held by your departmental
Travel Booker.
The allocated Trip number assigned to your travel must be entered on relevant claim forms
you submit.
Your claim cannot be processed or passed for payment without the Trip Number
on your claim.
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8) Why do I need to provide original receipts?
This is an H M Revenue & Customs dispensation requirement, which enables the
University to reimburse expenses to employees without the need to declare these
reimbursements as taxable benefits.
9) What if I haven’t retained original receipts?
It is a requirement of HMRC that all expense claims for travel in the UK must be supported
by original receipts.
If there is no receipt or other supporting evidence e.g. train ticket then that particular
expense cannot be claimed.
If you have paid an item by credit card but do not have a VAT/till receipt, we advise that
you try and obtain a replacement VAT/till receipt if possible.
10) What should I do if an external body for example the E.U. and the University both
require me to provide original receipts as proof of expenditure?
In order to comply with H M Revenue & Customs requirements, the University is required
to retain the originals. However, we can provide “true and certified “copies, signed off by
Accounts Payable and the Treasury & Transactions Manager, which are normally
acceptable to the other party concerned.
Accounts Payable
Finance
February 2016
Document Control Information
Version
Author
Status
1.0
Mhairi Chambers
Senior Finance Assistant - Payables
Documented created
Document Review
Version
By
Action
1.1
Erik Hind
Finance Systems & Assurance
Document formatted, PDF
created, Version control added
1.2
Erik Hind
Finance Systems & Assurance
Broken link to HR Fees Policy
document fixed
1.3
Erik Hind
Corporate Systems / Information
Services
Contact details updated, link to
Key Travel contacts added
1.4
Linda Donnelly
Transaction Services and Finance
Manager
Contact details and links
updated.