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Expenses Policy
Expenses are subject to increasing scrutiny across many organisations and may be disclosed under Freedom of Information requests. At the centre of the Expenses_Policy_v101 is the expectation that staff are accountable for all claims made and can demonstrate that their expense choices represent the best value for money and are in line with University policy.
The University policy takes precedence over grant funder terms, and must meet HMRC statutory requirements. Where an external grant or research funder stipulates higher financial limits this University policy will take precedence.
This policy outlines the rules for claiming travel, accommodation, subsistence, and other business expenses. The University’s Entertainment, Gifts and Hospitality Policy is covered in a separate document.
IT Equipment
The purchase of IT equipment, software, AI service and other online services through personal means, including expense claims, is prohibited and shall not be reimbursed. All such items must be requested and approved through IT Services. IT Purchasing Section.
It is the individual’s responsibility to ensure that you read and understand the policies before claiming expenses. Expenses incurred that are not compliant with University policy can be withheld for payment.
The purchase of IT equipment, software, or online services through personal means, including expense claims, is prohibited and shall not be reimbursed. All such items must be requested and approved through IT Services. Please refer to the below for further information.
Please if you have further queries
When paying a supplier or a one-off beneficiary, to identify the appropriate payment route, please follow the steps below.
- Check if the supplier is set up on T1 using the
- If they are active, please raise a requisition. () (Student Requisition Guidance)
- If they are inactive, request a reactivation. When your supplier is made active, you must then raise a requisition.
- If the supplier doesn’t appear on the Supplier Dashboard but can provide a payment link, please contact procurement-operations@exeter.ac.uk
- If you need to pay someone not set up as a supplier, who will not be paid more than three times, and cannot provide a payment link, please follow the steps below.
Once you have read and understood the policies and purchasing methods above, you can find further information, including how to claim expenses below:
- Staff Guidance can be found on our
- Student Guidance can be found on our Finance Training for Students webpage
For further information, please contact the Finance Helpdesk: