If you are currently employed by the University, you must enter your expense claim on Agresso

Getting access to Agresso 

If you are a University 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 the Finance Team, 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 University Travel and Subsistence Policy, and to ensure all receipts and descriptions match.
3. It then goes onto the Finance Team to approve. Some supervisors ask to see the claim before it goes to the Finance Team. 
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

This method can only be used if you have never been or are not currently employed by 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

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 to the Finance Team 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.

The relevant form to use can be dowloaded here. Please note that the following have a different expense-claim process than that outlined below so please email MNfinanceandfacilities@rhul.ac.uk for advice.

The relevant form can be downloaded here. Please note that the following have a different expense-claim process than that outlined below, so please email PDA-school@rhul.ac.uk for advice.

Enquiries should be made to techneRHUL@rhul.ac.uk

All Techne funded students are eligible to apply for RTSG (Research Training Support Grant), CEA (Career Enhancement Activities), REA (Research Enhancement Activities), and SSWP (Study Support and Work Placement) funding.  Applications must be made in advance of any spend and submitted to the Techne Central Team for approval: techne@rhul.ac.uk.

Please ensure you fully read and complete the relevant policy application form (links below) in plenty of time ahead of your spend.  

Following approval of your application, you may make your spend, then either complete an expense claims form and submit to techneRHUL@rhul.ac.uk with all tickets / receipts, or, if you have been employed by the University in any capacity, submit your claim via Agresso, with all tickets / receipts.

All University policies should be read and adhered to including the University Travel and Subsistence Gudience (see Quick Links).

Techne Quick Links:

• RTSG Policy and Application
• CEA Policy and Application
• CEA Frequently Asked Questions
• REA Policy and Application
• SSWP Policy and Application

Enquiries should be made to esrcdtp@rhul.ac.uk 

All SeNSS funded students are eligible to apply for RTSG (Research Training Support Grant) funding. Applications must be made in advance of any spend and submitted to the Royal Holloway SeNSS DTP administrator for approval: esrcdtp@rhul.ac.uk 

Please ensure you fully read the RTSG Policy and the Travel Reimbursement Guidance, complete the Application Form in plenty of time ahead of your spend, forward to your supervisor to complete their statement of support, and ensure that your Training Needs Analysis (TNA) has been completed for that year. 

Following approval of your application, you may make your spend, then either complete an expense claims form and submit to the SeNSS DTP administrator with all tickets / receipts, or, if you have been employed by the University in any capacity, submit your claim via Agresso, with all tickets / receipts.

All University policies should be read and adhered to.

Enquiries should be made to CyberSecurityCDT@rhul.ac.uk 

The CDT grant includes some funding to support CDT student travel. Please see the CDT Travel Policy document which details the general policy and procedure for planning, approval of funding, and request of reimbursement for CDT student travel.  If you're driving for research or education purposes, then you must complete a declaration before College can reimburse your mileage.

Staff and students are covered by the University's Travel Insurance Policy provided that the Insurance Officer is informed of the trip in advance, any relevant risk assessment is completed, and the travel is not against medical advice or advice from the Foreign and Commonwealth Office.

Partners and children accompanying the traveller can be covered by the policy subject to trip details and may incur an additional charge which must be paid personally by the traveller to the University. Please refer to insurancequeries@rhul.ac.uk

As the policy is a business travel insurance policy only - it is unable to cover personal vacation. Any stand-alone holiday will need to be covered by the traveller's own personal travel insurance cover for this period. The insurer will allow incidental days on a business trip dependent on the length, please email insurancequeries@rhul.ac.uk for clarification.

For Student Placements, and Fieldwork see the required policies on the Royal Holloway Health and Safety website.

The University will not make a claim for property or cancellation insurance of less than £100, any losses under this value should be notified to the Insurance officer and may be reimbursed to the individual. Medical and other claims will be met in full as will any property or cancellation claim over £100. No claim will be considered if the trip has not been advised to the Insurance Officer before travel unless there are exceptional circumstances to take into consideration.