ACADEMIC POLICY & QUALITY OFFICE
EXTERNAL EXAMINER EXPENSES CLAIM
The University requests that external examiners pay all expenses personally and then consolidate their claims
using this form. Please refer to the expenses allowances overleaf so you are clear what the University will
cover. Before you return this form to APQO (not the academic School/Department), please ensure your bank
details are correct and receipts have been attached.
PART 1: EXTERNAL EXAMINER DETAILS
Name
Address
Programme(s) examined
Meeting/event attended
PART 2: BANK DETAILS
Bank
Branch
Account name
Account number
Sort code
Swift code
(International payments)
PART 3: CLAIM DETAILS – PLEASE ENSURE ORIGINAL RECEIPTS ARE ATTACHED.
Additional nformation
Rail fare
Car mileage
for office use only
4662/2020/A200241/U/EXE01
No of miles:
4658/2020/A200241/U/EXE01
Taxi hire
4666/2020/A200241/U/EXE01
Bus/coach fare
4654/2020/A200241/U/EXE01
Air travel
4650/2020/A200241/U/EXE01
Accommodation
£
No of nights:
4656/2020/A200241/U/EXE01
Subsistence
4664/2020/A200241/U/EXE01
Postage
4456/2020/A200241/U/EXE01
Other/miscellaneous
(please specify)
TOTAL
4832/2020/A200241/U/EXE01
PART 4: CONFIRMATION AND APPROVAL
I certify that the above costs are associated with my official examining duties.
Signature (External Examiner)
Date
Approved by APQO
Date
Please return to: External Examiner Administrator, APQO, BCK1.10, Buckley Building, Oxford Brookes
University, Headington Campus, Oxford OX3 0BP
Expenses allowances
Expenses claims will only be reimbursed on production of receipts giving details of the expenses incurred. In most
cases, credit card slips do not contain this information and are therefore not acceptable. With the exception of car
mileage claims, specific receipts for all goods or services being claimed for must be supplied.
1
Travel
Where possible, external examiners are asked to use public transport, in line with the University’s commitment
to sustainable travel – see https://www.brookes.ac.uk/travel/
1.1 Rail fares will be reimbursed, at standard class rate, on production of proof of purchase. First class or
‘open’ fares will not normally be reimbursed by the University. For details of how to reach the University
by rail, see: https://www.brookes.ac.uk/travel/train-travel/
1.2 Bus/coach fares will be reimbursed on production of proof of purchase. Oxford is well served with buses,
including the Brookes Bus and the Park & Ride services, and London/airport coaches run from directly
outside the Headington campuses. For details, see: https://www.brookes.ac.uk/travel/bus-and-coach/
1.3 Car mileage will be reimbursed at the rate of 40p per mile (up to 10,000 miles per tax year). Motorcycle
mileage is reimbursed at the rate of 24p per mile. Car parking fees paid during the course of external
examiner duties will be reimbursed subject to the production of proof of expenditure. For details of Park &
Ride facilities in the Oxford area see: http://parkandride.oxfordbus.co.uk/ Unless agreed in advance, the
University will not reimburse external examiners for the cost of a hire vehicle.
1.4 Taxis may be used where public transport is not available, or there are specific circumstances requiring taxi
travel - receipts should be obtained for all journeys.
1.5 Flights - domestic air journeys should only be made where it can be shown that this mode of travel will
result in either direct or indirect cost savings (e.g. hotel charges), where there is no other practicable
method of travel, or where other special circumstances apply (e.g. industrial action affecting other forms
of transport). This must be approved in advance of the expenses being incurred. International air travel
costs will not normally be reimbursed, except where external examiners are being asked to fly out to visit
partner organisations overseas.
2
Accommodation
2.1 The cost of overnight hotel accommodation will be reimbursed on production of receipts, up to a maximum
of £100 per night. Your Programme Lead or Programme Administrator may be able to advise on suitable
local accommodation, but are not permitted to make bookings on behalf of external examiners. Please
note that the University is unable to reimburse any telephone, newspaper or gratuity costs incurred during
overnight stays.
3
Subsistence
3.1 Expenditure on meals will be reimbursed on production of VAT receipts. Please note that the University is
unable to reimburse external examiners for the cost of alcoholic drinks.
3.2 Where an external examiner wishes to claim for a meal but is unable to provide a receipt, reimbursement is
subject to a limit.
4
Postage
4.1 Where an external examiner has incurred postage charges, e.g. for returning scripts, these will be
reimbursed on production of receipts.
5
Requests to exceed maximum rates
5.1 The University recognises that there may be exceptional circumstances when the maximum rates stated
above may have to be exceeded. This must be authorised by the Head of the Academic Policy & Quality
Office, if possible, in advance of the expenses being incurred. In order for reimbursement to be
considered, externals are asked to attach a covering letter to the claim form explaining the reasons for the
additional expenditure.
All expenses claims are subject to the University's normal audit procedures, in accordance with its financial
regulations. You are required to provide some personal data on expenses claim forms in order that the
University can process your claim – Oxford Brookes processes all personal data in accordance with the
Data Protection Act.
Updated August 2016