Date: … … … … … … … …
INTERVIEW EXPENSES CLAIM FORM
…
Date… … … … …
Name of Payee:
… … … … … … … …
(Surname in block capitals
… … … | … … …
Initials)
Cust A/C No:… … … … …
(Finance to complete)
Number of Post applied for ie 2777-09-D: …………………………………*
School/Service of post i.e. Chemistry, Geography: ………………………...*
Address to which
Cheque is to be sent
Date
Time Absent
From
Destination from and to
Car
Mileage
To
(2)
Travel (excluding car
mileage)
Supporting documentation/ORIGINAL receipts MUST be attached
£
p
(1)
Other
Expenses
£
p
Totals
To be completed by claimant
I certify that the expenditure detailed
above was actually and properly incurred
by me for interview purposes.
Mileage Costs
(3)
…
…
Miles x …
…
…
Miles x … …
Signed … … … … … … … …
To be completed by Authorised
Signatory
I authorise payment of this claim and
Confirm it complies with University
Regulations
…
£
p
p
p
Total of Claim
Reference/
Order No.
TC
£
Allocation
Code
Signed
… … … … … … …
School/
Other Grp. … … … … … … … …
(Print)
Date
… … … … … … …
Below this line, Finance Dept. use only
University
Reference
Passed for
Payment
* Please note these fields are mandatory and non-completion of these fields and other incomplete data fields may result in
forms being returned and no payment being made until all details have been supplied.
P
GUIDANCE NOTES ON TRAVELLING EXPENSES
1.
GENERAL
(a)
Full details of the University’s Regulations are contained in the Expenses and
Benefits Procedures Manual, which can be found on the Finance Web Pages at
www.finance.soton.ac.uk.
(b)
All claimants must attach ORIGINAL receipts and supporting documentation of
the expenditure incurred when submitting a claim. This is an Inland
Revenue/Audit requirement. It is not acceptable to state receipts are lost/not
available.
Note that incomplete claims will not be processed for
reimbursement.
(1)
Rail – The University will reimburse the most economical class of rail travel. In general
this will be a standard class period return. Necessary bus, tube and taxi fare may also
be claimed. Low cost day return fares should be used where the timing of an interview
makes this feasible. Your receipts and tickets must support your claim.
(2)
Air – If you travel by air because no other transport is available, you should travel tourist
or economy class. If you wish to use air travel within the UK, your should clear this in
advance with the Human Resources Department. Approval will generally be given where
the alternative is a very long rail journey. Attach a copy of your flight ticket.
(3)
Own Car – The equivalent of the University’s Public Transport rate will be paid per mile
(currently 23p per mile). Details of the journey, including date, starting point and
destination must be shown.
(4)
Other modes of transport – Bus and coach fares will be reimbursed in full on
production of tickets or receipts.
(5)
Hotels – The University has agreed special rates with those hotels listed on the
accommodation sheet provided with your request to interview details. The University
will pay up to a maximum of £80 per night. When booking accommodation please
ensure that you state that the booking relates to an interview with the University of
Southampton.
(6)
Taxis – Where taxis are used a receipt must be obtained to support your claim.
Subsistence
The University will only reimburse actual expenditure supported by original receipts
where the costs incurred are reasonable.
May 2009