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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.