Current Students and Staff

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Changes to procedures for requests for travel advances

The University’s purchasing procedures are in place to enable non-pay supplies to be procured through the creditors system, without staff or students having to incur any personal expense.
Where staff or students are expected to incur additional expenditure on business travel it is possible to obtain a travel advance. The current procedures will be changing with effect from 1st January 2019.

New procedures for staff:

A new travel advance request form for staff should be completed and forwarded to Payroll office by the 5th of the month. This request must be checked in the department and approved by the relevant person within the levels of authority. It must detail dates, purpose of the visit and the School/Service to be charged.

Fully completed applications received in Payroll office by the 5th of the month will be paid in the salary payment at the end of the month. Applications received in Payroll after the 5th of the month will be paid at the end of the following month.

If you have any concerns with regards to payments to staff during the transition period please contact expenses@lboro.ac.uk for guidance.

The travel advance will then be clawed back by a deduction to the salary payment no earlier than 2 months and no later than 3 months following the due date of return.

Upon completion of the travel or project to which the advance relates, an expense claim should be uploaded on the Finance Shared Services web portal for costs incurred. This should be submitted within 14 days of return. Further guidance on expense claim procedures can be found at https://internal.lboro.ac.uk/info/finance/staff/shared-services/expense-claims/

New procedures for students:

A travel advance request form for students should be forwarded to the Finance Shared Services Office. This request must be checked by the DDP and approved by the Dean/HoSS. It must detail dates, purpose of visit and the school/service code to be charged. Requests should be submitted to the Finance Shared Services office no later than 14 days prior to the date of commencement of travel. Payment will be made by BACS to the bank account details held on the student record which can be accessed and updated via LEARN.

Upon completion of the travel or project to which the advance relates, a final account must be prepared to demonstrate how the advance was disbursed and any unspent balance repaid. This final claim should be submitted to the Finance Shared Service Office within 14 days of return. Under no circumstances will a second advance be approved when the final accounting for an earlier advance to an individual is still outstanding. Further guidance on expense claim procedures can be found at https://internal.lboro.ac.uk/info/finance/staff/shared-services/expense-claims/

The University will claw back the full amount of the advance if an expense claim is not submitted within this timeframe.

The existing travel advance form has been replaced with 2 new travel advance request forms. A staff travel advance request form and a student travel advance request form. These forms should be used with effect from 1st January 2019.

Posted by
Jayne Needham (extension 228035)
Posted on
Tuesday, 18 December 2018 at 16:53 GMT
Posted in
general

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