expense claims

Who we are and what we do

The Expenses team is part of the People Team - we're here to help you by processing expenses in both an internal and an external capacity. Only expenses that are in accord with the University's Financial Procedures will be reimbursed - please check before you incur any.

We can be contacted by:

• email via expenses at warwick dot ac dot uk or telephone 024 76 5 23000 (internal extension: 23000)

Expenses Policy Update April 2024

With effect from 1st April 2024 travel and accommodation bookings to European countries which are under £1,000 in combined total value do not have to be arranged through Key Travel (but it is still recommended that all bookings are made through Key)

All other overseas travel bookings (including Accommodation) should only be made through the university approved travel management company, Key TravelLink opens in a new window

1. Rail should be the default mode of transport for all UK & European journeys of up to 6 hours, even if the financial cost is higher than other forms of transport. 
2. Train travel : Employees should travel Standard Class. The option to request First Class travel for journeys exceeding two hours has been removed.
3. Car hire: Road journeys exceeding 100 business miles per day should only be considered where travel by train is not a viable option, and a hired vehicle, rather than a private one, should be the preferred option.
4. Air travel :UK air travel requires the approval of the HoD and should be notified to FinRegs@warwick.ac.uk via the departmental FinRegs Champion (Sally Hicks for HR), along with justification for the reason for choosing air travel. Air travel should normally be in Economy Class

AirBnB - Airbnb is NOT recommended, however where departments deem this absolutely necessary, departments should satisfy themselves the accommodation is safe and appropriate The “Overseas Travel Process and Guidance” should be referred to and compliance to the checklist retained in the department. Departments must check if the use of Airbnb is a permissible cost, if funded externally.

Members of Staff

Members of staff should claim expenses via Concur (except for per diems which should be claimed using paper forms FP16g and FP16h below)

PhD/EngD/Commonwealth Scholarship Students

Please complete a claim on form FP16a PhD and send it (together with your receipts) to your departmental administrator/finance officer who will check, code, authorise and then send it to us (do NOT send to us directly). Once it has been processed we will set you up on Concur and advise you to use Concur to submit claims going forward. (Please also use this form if you need to change your bank details).

Non members of staff

Non members of staff should make claims for travel and subsistence on the following forms and submit them to their department for coding and authorisation: