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External Examiner Payments and Expenses

***COVID-19 INFORMATION***

Due to the current Covid-19 situation we are facing in the UK, the University will only accept payment and expenses forms that are either submitted via our online form (undergraduate/PGCE) or digitally (postgraduate taught) to externalexaminers@warwick.ac.uk.

Payments and reimbursement of expenses (within 3 months of receipt) will still be processed but may take a little longer due to remote working.

Payment and expenses claim forms can be accessed/downloaded via the links on the right-hand side of this page.

Thank you for your patience and understanding.

External Examiner Fees

External examiner fees for all taught courses at the University are based on:

    • A basic fee
    • Number of finalists examined, divided by the number of external examiners per degree programme
    • Number of dissertations marked (postgraduate taught only; maximum 20 per course, per examiner)

    Please note, fees are only paid upon submission of your annual External Examiner Annual report.

      Upon submission of your annual external examiner's report, your payment will be processed by the Examinations Team and we will send you an email confirming the amount payable. You are not required to complete any additional forms, unless you are submitting an expenses request.

      Upon submission of your annual external examiner's report, you are required to complete the Postgraduate Taught Expenses and Fees Claim Form, downloadable via the link on the right-hand side of this webpage. All completed forms should be sent to the Examinations Team via email to externalexaminers@warwick.ac.uk.

      Please note, we cannot process your payment until this form is completed and returned.

      External Examiner Expenses
      In addition to fees for duties, external examiners are also entitled to claim reasonable travel and subsistence expenses as applicable to all University of Warwick staff. Please ensure you download/complete the appropriate form from the right-hand side of this page. If you are examining both undergraduate/PGCE and postgraduate taught courses, you will be required to complete the relevant expenses form for each claim.

      The University's financial regulations require that claims for reimbursement of expenses should be supported by evidence that the expenditure has actually been incurred, with the exception of mileage. Please ensure you attach itemized receipts to your claim otherwise your expenses will be queried and may be disallowed.

      The University wishes to keep travel costs to a minimum and expects all external examiners to travel by Standard Class rail or car.

      Examiners travelling by air (i.e., from Scotland or Europe) should travel by the most economical fare to the airport nearest the University (normally Birmingham International Airport) and reimbursement will be available up to the cost of the economy fare.

      Incidental expenses for buses and taxi's may also be claimed.

      Car Mileage Rates
      First 10,000 miles travelled in any one tax year 45p per mile
      Over 10,000 miles travelled in any one tax year 25p per mile
      Other Mileage Rates
      Motorcycle 24p per mile
      Bicycle 20p per mile

      Where overnight stays are necessary, meals and overnight accommodation can be claimed subject to the limits below, but not incidental hotel expenses such as bar accounts or newspapers, nor expenses incurred by members of University staff accompanying the external examiner.

      Allowances for subsistence are payable based on actual cost, but not exceeding the following amounts:

      Meal Allowances
      Breakfast £6.00
      Lunch £14.00
      Evening Meal £25.00
      Evening Meal when dining in hotel in which you are staying £36.00
      Overnight Accommodation
      Per night £120.001

      1. Includes the cost of breakfast

      Additional expenses incurred whilst acting as an external examiner (such as postage, telephone calls etc.) may also be claimed where the charges were paid by the external examiner.