Expenses & Advances Training

Staff Expense Claims

Staff paid via the main payroll Trent system use T1 for all personal expense claims. All approved claims will be paid to the bank account that salary is paid into, so please ensure that HR and Trent are updated with any changes to bank details before starting an expense claim.

Student Expense Claims

Students must have bank details recorded in SRS (the Students Records System) to be able to use T1 to claim expenses:

For a UK bank, see Add bank details to iExeter
For an international bank, complete the International Bank Account Information form and email to accountspayableenquiries@exeter.ac.uk. Include 'International Bank Details for [Student Name] + [Student Number]' in the email title.

Advances

All advances are applied for and reconciled using T1. Once authorised, the advance is issued to the claimant's bank account as a BACS payment in GBP.

Receipts and details of what the advance is spent on must be kept and recorded in T1 by the claimant within one month of the trip/event. This is done using the T1 expense claim form using an option within the form to link it to the advance. Once authorised, this form allocates what the advance was spent on to the relevant budget centre/project.

T1's 'My Travel and Expenses' Function

This function is used for expenses and advances.

Expenses functions:

Creating and managing expense claims for students - to be reimbursed to the bank account held on the student records.
Creating and managing expense claims for staff who are paid via the University's main payroll - to be reimbursed to the staff member's salary bank account.

Advances functions:

Applying for an advance.
Reconciling what the advance was spent on to the appropriate budget/project cost codes after the trip/event.

T1 is not used for:

Expense claims for Associate staff - use a Payment Request Form in T1's Forms function.
Non-staff/visitor expenses such as interview expenses, external examiner expenses and other non-staff expenses - use a Payment Request Form in T1's Forms function.
Participant payments - use a Payment Request Form in T1's Forms function.
Purchases that will be paid by the supplier invoicing the University. Invoiceable purchases must have a purchase order created using T1's 'My Requisitions' function - see purchase order training.

Advances Training

Apply for an Advance

Reconcile an Advance

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UoE Policy and Information

All staff and students need to be familiar with what their cash advance can and cannot be used for. In addition, travel may need to be authorised by the University, have insurance arranged, risk assessments completed and/or car insurance checked. Please make sure you are familiar with all the policy and procedural information given in the links below.

Expenses Policy

Driving Vehicles on University Business

Travel

Staff Expenses Crib Sheet

Student Expenses Crib Sheet

Relocation Expenses Crib Sheet‌

Expenses Claimant Review

Amend VAT Code on a T&E Claim

Expenses 20 Minute Workshop - Teams training course