Claiming Expenses
For your first claim you should complete a 'paper' expenses claim form (see below). After that claim is submitted and processed you will be set up on the University's online expenses system 'Concur' for all future claims.
The following information and links should answer any questions you have, please review before contacting hetys@warwick.ac.uk for assistance
Initial Expense Claims
Please fill in the Expense Claim Form following the guidance below and email a PDF copy to hetsys@warwick.ac.uk, the team will review your form, sign off and send it on to the Expenses Team for processing.
- Your form should be saved as a PDF in the following format - first name and surname and include in the same pdf scanned receipts (numbered and ordered). Incorrect forms will be returned.
-
Ensure that a business reason is provided for the trip and dates of conferences are included - e.g. when/where/what - 01/07/2025, Cambridge, EPSRC conference.
-
Please note bank or credit card statements are not accepted as proof of payment.
-
IT equipment and software cannot be claimed via the expenses process.
- Alcohol cannot be claimed.
- You can claim visa costs relating to conference/meeting travel.
- If you are claiming conference expenses, they will not be signed off until you have completed and submitted the conference attendance form.
See this example claim.
When there is no issue with your expense claim it usually takes 2-4 weeks to receive reimbursement. If you have not been reimbursed (or queried) within a month of submitting your claim, please inform hetsys@warwick.ac.uk.