FIN/LSF/1
Application for support from the Learned Societies Fund School of Architecture
Eligibility for applications to the Learned Societies Fund is restricted to:
(i)
academic and academic-related staff;
(iii) registered postgraduate students who are not able to obtain support for attending learned society
meetings from their sponsors
For guidance then please see ‘Guidance notes on completing a Learned Societies Fund Application Form’
printed at the end of this form.
Forms must be completed in full and returned tot the Director of Research (`Jian Kang) for staff applications
or the Director of the Graduate School (Stephen Walker) for postgraduate student applications for approval.
Please note that the School of Architecture has a restricted fund available and not all applications for support
will be successful. Claims which have not received prior approval will not be met. Claims should be submitted
within two months of the expenditure being incurred via the normal expenses claims process citing the
department’s LSF code, 308970. Failure to do so may delay payment, or nullify the claim. The Learned
Societies Fund is unable to reimburse claims to an individual in advance of the costs being incurred.
Please complete this form using clear block capital letters. .
Section A – Attendee Details
Professor/Dr/Mr/Mrs/Ms/Miss*
Surname:
Forename(s):
Post held:
Department:
Learned Society/Meeting Title:
Country:
Venue:
Date(s):
Number
Reason for attendance:
of
Nights
Accommodation:
A*
B*
C*
Please see Guidance Note 2 and delete * as applicable
If A please provide title of work:
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Author(s) name(s):
Has funding been sought from elsewhere?
Y*
N*
If yes please provide details:
2
Please see Guidance Note 3and delete * as
applicable
FIN/LSF/1
Section B - Expenditure Details
Please see Guidance Notes 4, 5 and 6
Total Cost*
Learned Society
Contribution
Conference Fee
Travel
Accommodation and/or subsistence
Total
Please provide Cost Centre or WBS Code
Departmental Charge Code (Debit)
308970
Claimant Signature:
Date:
Head of Department
Date:
Signature*:
* Please see Guidance Note 3
GUIDANCE NOTES ON COMPLETING A LEARNED SOCIETIES FUND APPLICATION FORM
1. Claims to the Learned Societies Fund are limited to one
in any academic year (1 October to 30
September).
2. The University provides an allowance towards expenses in attending meetings of learned societies as
follows:
(a) to give an oral account or a poster of original research work, of which the member of staff is the
author or joint author, at a meeting of a learned society of national standing to be held worldwide,
with a view to publication of the work by or for the society (costs will be met for only one contributor
when presenting multi-authored work);
(b) irrespective of (a) above, to make one visit in each academic year (1 October - 30 September) to
hear original contributions to learning at a meeting of a learned society held worldwide; and
(c) to attend a meeting or meetings, as an officer or member of the council of a learned society. In these
circumstances reimbursement should initially be sought from the learned society and only if not
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reimbursable, should a claim be submitted to the University. The claim form should be endorsed to
this effect by the claimant.
3. All claims must be signed by the Head of Department. In countersigning applications from registered
postgraduate research students, the Head of Department is attesting to the fact that the student has
exhausted the support available from his/her sponsor.
4. The following expenses are allowable for meetings outside Sheffield:
(a) Conference fee.
(b) Travel costs up to maximum of a standard second class rail fare may be claimed. Rail expenses must
be supported by the rail tickets. In the event that an applicant uses their own car rather than a train
to go to a Conference this is not covered by the University’s insurance. In addition, the applicant
must state why this method of transport was used together with the names of any passengers. The
maximum amount claimable will be the equivalent standard second class rail fare. For travel outside
of the UK, the maximum amount claimable will be £250.00.
(c) A maximum of three nights accommodation for any one meeting at the actual cost of
accommodation and subsistence, subject to a maximum figure of £42 per night (£49 for inner
London).
(d) If overnight absence is not necessary, and a meal or meals are purchased while more than 4 miles
away from both home and the normal place or work, a daily subsistence allowance is claimable on
the following scale:

For absence for more than 5 hours spanning one normal mealtime - £6.00

For absence for more than 10 hours spanning two normal mealtimes £10.00

Begin their journey before 7.00 am and take breakfast en-route; complete their journey home
or to their normal place of work after 7.00 pm; and are absent from each for more than 12
hours spanning 3 normal mealtimes, and subject to certification by the member of staff that
the outward journey commenced before 7.00 am and the return journey was completed after
7.00 pm - £15.40.
(e) Subsistence claims that do not satisfy the 4 mile/minimum 5 hours absence rule will not be
reimbursed.
(f) Subsistence allowances may not be claimed by staff whose normal place of work is on campus but
are visiting other university sites.
Neither may subsistence allowances be claimed in respect of
conferences or visits where meals are provided as part of the conference or visit.
(g) Wherever possible, staff should arrange rail and air journeys through one of the approved travel
agents (see University Policy on procurement for further details).
(h) Taxi fares are only allowable to the value of £5.00.
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5. Expenses for meetings within Sheffield are restricted to the Conference fee.
6. ALL CLAIMS FOR SUCH EXPENSES MUST BE ACCOMPANIED BY APPROPRIATE DOCUMENTARY
EVIDENCE
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