The PGR Career Enhancement Placement Scheme allows you to claim for up to £500 expenses in addition to your bursary for additional costs incurred as part of your placement e.g. to support travel. Eligibility of this will be confirmed to you at the start of your placement, as not all placements will be eligible.
There are two different methods for submitting expense claims:
- on Agresso: this method must be used if you have an employment contract with the university.
- using the expense claim form: for those of you not employed by the university.
If you have an employment contract with the university, you must enter your expense claim on Agresso
Getting access to Agresso
If you are a RHUL employee but do not yet have access to Agresso, you need to fill in the the yellow highlighted boxes on the Agresso access request form and then send the form back to your respective School / department email address:
The team operating these mailboxes will arrange for the Head of Department sign off and then send onto finance, who will arrange your access.
Process for submitting an expense claim on Agresso
- Contact the Doctoral School for the correct Agresso code,
- Submit your expense claim on Agresso: Guidance on how to submit expenses on Agresso
- Once you have submitted the claim, the Doctoral School will ensure it follows the university Travel and Subsistence Policy and that all receipts and descriptions match.
- It then goes onto Finance to approve.
- You will receive the remittance email on the Wednesday before you receive payment (usually 2 days afterwards, but can be longer). It’ll be sent to your staff email account.
To note:
- If working away from campus, you will need to access Agresso via VPN. Details for installing it can be found here
- Remember to deactivate pop up blockers
This method can only be used if you do not have an employment contract with the university. This process is manual and therefore takes longer for the university to process. The length of time can vary depending on the volume.
Process for submitting an expense claim via the expense claim form
- Fill out the expense claim form (note there is more than one tab) and attach the receipts. Leave the Agresso code field empty (the Doctoral School will complete this for you).
- Get your supervisor to sign it.
- Send to doctoralschool@rhul.ac.uk.
- The Doctoral School will check the claim, will contact you if there are any queries, and if it is OK, it will be sent on Finance for processing.
- If you have added an email on the form, this is where the remittance email is sent. This is always sent on the Wednesday before you receive payment (usually 2 days afterwards, but can be longer). If no email address has been provided on the form, you will not receive an acknowledgement email but the payment will still go through.
Expenses top tips - relevant for both methods
- All expenses must be line with the University Travel and Subsistence Policy
- Little and often speeds up processing.
- A brief description is required, outlining the purpose of the trip/event.
- Number the receipts and refer to the receipt number in the description line.
- If you have lost your receipt or were unable to secure one, a redacted credit card/bank statement showing the transaction is acceptable.
- Make sure the receipt is clear and that all relevant details can be seen.
- If you are claiming mileage, you need to attach the Declaration of Insurance
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