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Department of Physics

Expense Claim

The NRF covers the costs of travel and accommodation for a maximum of TWO visitors for each time allocation visit.

Travel expense claim:

Please download the new for 2023 form Fp16a PDF versionLink opens in a new window. Excel version link Fill in your name, e-mail address, and bank details. Please indicate that you are not a University of Warwick employee. On the second page describe the purpose of travel ("Performing measurements at the UK High-Field Solid State NMR Facility"), list the travel expenses and attach the itemised receipts. Don't forget to date and sign the form.

If you require payment into a non sterling bank account please complete this banking form and submit with the expense claim form: International banking form

Please send the travel expense (clearly stating "visit at the UK High-Field Solid-State NMR facility" on top of the form) claim to: 850.secretary@warwick.ac.uk. Please save all claim forms and receipts as PDF files.

PLEASE DO NOT SEND IMAGE FILES.

Please be aware that claims can take 28 days to process.

For all Panacea claims original receipts and and flight boarding passes must be retained and submitted in all circumstances.

And hard copy correspondence can be sent to:

Charlie Whitewood
Department of Physics,
University of Warwick
Gibbet Hill Road
Coventry CV4 7AL

Expenses Checklist

  1. Name:
  2. Email: Add your email address
  3. Vendor Number- This can be found on your remittance/payment receipt from previous expense claims. It is referred to as Account number and starts with 300XXXXX. If this is your first claim, please write 'new' in the vendor box and fill in the bank details (even if these are the same bank details as your salary).
  4. Address: Please fill this in if you would like the remittance advice sent to your home or work address rather than via email.
  5. Bank details: Please note if you are from outside of the UK and are submitting a 'foreign bank account' form, please leave this section blank and write 'please see attached foreign bank account form'. We can also pay in both Dollars and Euros, so please mention the currency you would prefer to be paid in, if relevant.
  6. Sign and date the form: Please remember to sign and date the form as we cannot pay unless both sections have been completed.
  7. Cost code: this can be left blank.
  8. GL code: this can be left blank
  9. Amount: Please fill in all amount boxes with the total amount, apart from the mileage box which is the total for mileage costs only
  10. Description: Performing measurements at the UK HighField Solid State NMR Facility.
  11. Provide a reason for your travel: If you are attending a conference if possible provide certificate of attendance.
  12. Line by line: each receipt should be listed on a separate line and the receipt should be numbered in numerical order (i.e. first receipt is 1, second receipt is 2 and so on) and the accompanying number written in the receipt reference column to match the correct receipt.
  13. Itemised receipts that identify the item you are claiming for are required.

Please add up the columns and write the total amount at the bottom of each column

Additional information

(1) Journey details should include post codes where known. This will the reduce the chance of your claim being queried.
(2) HMRC regulations prohibit the reimbursement of business journeys which are, for practical purposes, very similar to ordinary commuting journeys.
(3) Full receipts must be attached (not simply credit card slips).
(4) If the claim includes reimbursement of taxi fares the reason for using taxis instead of public transport must be recorded in the 'Business Purpose' column.
(5) If the claim includes reimbursement of entertainment costs the names of the guests and the organisation they work for, together with the number of Warwick University staff present must be
recorded in the 'Details of expenditure' column.
(6) If you have a UK bank account, expenditure in a foreign currency should be recorded in the 'Foreign' column, and then con verted to sterling. Some form of evidence must be provided to support

Actual costs up to the following maxima including VAT:

Meals: Limits

Breakfast * (only if leaving home before 7.00 am).

£15 (£10)

Lunch

£15

Evening Meal

£30
Evening Meal when dining in hotel in which you are staying

£40
Non-alcoholic refreshment such as tea/coffee (Note: this does not include any food items)

£5