Pound coins and notes

Claiming expenses: a guide for postgraduate researchers


 

 There are two different methods for submitting expense claims:

  • on Agresso:  this method must be used if you have an employment contract with the College
  •  using the expense claim form: for those of you not employed by the College

Your academic School is responsible for processing your expense claim unless you are claiming as a Techne, SeNSS or ISG CDT student, in which case the Doctoral School is responsible.  

Please note that the following have a different expense-claim process than that outlined below so please email for advice:

Submitting expenses on Agresso

If you have an employment contract with the College, you must enter your expense claim on Agresso

Getting access to Agresso 

If you are a College 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:

School of EPMS epms-school@rhul.ac.uk
School of Humanties humanities-school@rhul.ac.uk
School of LSE

BioSciencesordering@rhul.ac.uk

Earthsciencesordering@rhul.ac.uk

Geographyordering@rhul.ac.uk

Psychologyordering@rhul.ac.uk

School of LSS

LSSBusinessOps@rhul.ac.uk

School of PDA pda-school@rhul.ac.uk

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

  1. Submit your expense claim on Agresso: Guidance on how to submit expenses on Agresso 
  2. Once you have submitted the claim, the school admin. team do the first check, to ensure it follows the College Travel and Subsistence Policy, and to ensure all receipts and descriptions match.
  3. It then goes onto finance to approve. Some supervisors ask to see the claim before it goes to finance.
  4. 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

Submitting expenses via the expense claim form

This method can only be used if you do not have an employment contract with the College. This process is manual and therefore takes longer for the College to process. The length of time can vary depending on the volume. 

Process for submitting an expense claim via the expense claim form

  1. Fill out the expense claim form (note there is more than one tab) and attach the receipts.
  2. Get your supervisor to sign it and supply the Agresso code
  3. Send to the relevant email address (below) for your School.
  4. They 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.
  5. 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.

School of EPMS epms-school@rhul.ac.uk
School of Humanties humanities-school@rhul.ac.uk
School of LSE Heidi.Parsons@rhul.ac.uk
School of LSS LSSBusinessOps@rhul.ac.uk
School of PDA pda-school@rhul.ac.uk

 

 

Expenses top tips - relevant for both methods

  • All expenses must be line with the College 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.
  • Hospitality receipts can be grouped together in small groups e.g. 'Receipts 1-4  - Food purchased during trip'.
  • 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

  

Quick links

College Travel and Subsistence Policy

If you have an emplyment contract with the College:

If you are not employed by the College: