Staff Expenses
Expense claims must be made within three months of the expense incurred. Any expenses claimed outwith the time limit will be rejected.
Expenses exist for a limited number of items, closely defined by University Finance. It is your responsibility to ensure that the items for which you wish to claim are eligible for reimburesement.
How to claim expenses
Staff should submit their claim online using the Employee Dashboard on the HR Self Service Portal which is accessed using your GUID and password.
In order to select the correct sub-project to charge expenses to, you first need to have the correct cost centre.
You should enter the cost centre in the header section of the expenses claim report. Please check list below of cost centre per Division and verify the correct sub-project with the budget holder.
Cost centre information
You should enter the cost centre in the header section of the expenses claim report. Please check list below of cost centre per Division and verify the correct sub-project with the budget holder.
30301* I&E
30302* ASC
30303* BME
30304* SPE
30305* ENE
30399* school projects
7* China/Singapore projects
If you have problems with the cost centre please contact the transaction hub
Policies and Guidance
A Guide to Core Expenses, including screenshots and other useful information, is accessible at http://www.gla.ac.uk/media/media_286412_en.pdf. The guide is also located within Core itself - on the Employee Dashboard - choose documents, click on the magnifying glass, choose the guide from the list of documents. Your expense claim will be approved by your line manager.
Expense claims – most common issues/reasons for rejection
- Subscriptions
- The University does not reimburse employees for personal subscriptions to professional bodies (note, you can claim tax relief on these in your tax return).
- Subscriptions to journals, periodicals, software licences etc required for School, Research Institute or Administrative Service use must be paid for by purchase order or purchasing card. Subscriptions should be in the name of the University and not the individual.
- Time limit – expense claims must be made within three months of the expense being incurred. That means all receipts have to be dated within the last 3 months.
- 3rd party expenses
- Claims can only be made for your own expenses. Paying other peoples’ expenses and reclaiming them is not allowed.
- Claims cannot be made to reimburse payment to other people for work done. This should be processed via normal procurement routes.
- Currency not converted – e.g. receipt says $30 but expense claim submitted is for £30, check you are claiming for the correct amount.
- Missing receipts – where one could reasonably be expected. If you are missing a receipt, give an explanation.
- Relocation costs – visas / relocation expenses for new staff should go through the HR (recruitment) claim process and not employee expenses.
- Incorrect expense type in CORE selected – use the drop down list. Commonly used types are subsistence and taxi, note many types have a UK and a non-UK version, e.g. hotel Non-UK.
- Equipment and consumables such as laptops, i-pads, cameras, noise cancelling headphones etc. are not allowed. These must be purchased by purchase order or purchasing card. Please be careful with this one!
General guidance for purchases: is there a way to do this without me spending my own money and getting the University to pay it directly?
The University expenses procedure and guidance can be found here.
Approving online expenses (line managers only)
Approving online expenses (line managers only)
As line manager, you will receive auto-generated system prompts regarding new expense reports that require your approval on the Core expenses system.
If you are going to be absent from the University for a significant period of time, with limited internet access, please contact The Transaction Hub via cose-fintranshub1@glasgow.ac.uk