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Who we are and what we do

The Expenses team is part of the Human Resources department - we're here to help you by processing expenses in both an internal and an external capacity.

How to contact us

If you have any questions about expense claims, please email us via expenses at warwick dot ac dot uk or telephone us on 024 76 5 23000 (internal extension: 23000). Our office hours are 9am-5.30pm from Monday to Thursday and 9am-4.30pm on a Friday. We are based in the HR Department on the second floor of University House.

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 Students

Please complete a claim on form FP16a PhD and 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:

Travel and subsistence claim form (Paper version) (staff on the salary Payroll should use Concur)

FP16a (PDF Document) FP16a (Excel Spreadsheet)

Find out more

Travel and subsistence claim form (Excel version) (staff on the salary Payroll should use Concur)

FP16a Excel (Excel Spreadsheet)

Travel and subsistence claim form (PhD & EngD students only)



Advance of travel expenses - only to be requested in cases of financial hardship, when considerable expenditure is anticipated and no other payment method available

Contact for details re travel advances on Concur

Expenses incurred in attending an interview

FP16f (Excel Spreadsheet) FP16f (PDF Document)

Foreign per diem allowance

FP16g (Excel Spreadsheet) 

Declaration of attendance re advance per diem

FP16h (PDF Document)

Payments to interviewees or claimants with foreign bank accounts

Please complete the appropriate form for travel & subsistence or interview costs plus a foreign bank (Excel Spreadsheet) account form (revised Jun 2018) to ensure we have all your details that are necessary for us to transfer the funds to your account. The foreign bank form should then be printed and attached to your claim.

Please note that we cannot make payments in Turkish Lira, Chinese Yuan or Korean Won. Instead we can transfer the equivalent in US Dollars, Euros or Pounds Sterling.

Got a question you'd like our help with?
  • Get in touch: expenses at warwick dot ac dot uk
  • Check out our FAQs page
  • Take a look at our contact page if you need to speak to a specific member of the team
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