Astrophysics Research CentreQueen's University Belfast • School of Mathematics & Physics |
Financial Matters...This page gives information on making purchases, travel arrangements, and expenses claims. Travel arrangements and other orders
If you wish to book flights for an observing trip etc, a QUB Requisition Form must be completed and given to Margaret Hewitt in the Accounts Office.
On the Requistion Form, details of the travel (destination(s), person(s) travelling, travel company used) must be entered, and also the Account Centre to which the travel will be charged. This Account Centre is available from me. When the Form is completed and passed to Margaret, she will then provide a Requisition Number which can be passed to the travel agent, allowing the booking to be made. The invoice for the travel must then be given to Margaret for payment. I must also be given a copy of the completed Requisition Form for my records. However this should be passed to me once the invoice has arrived and the total cost of the travel is known. (Often the 'quotes' obtained by phone differ from the costs on an invoice). Its easiest if one Requisition Form is used for a single observing trip, even if more than 1 person is travelling (assuming all the bookings are with the same company). One Form can also be used for multiple flights associated with 1 trip (e.g. Belfast - London, London - Sydney etc). The Requisition Form is also needed for most other types of orders that are placed, such as page charges or books. However people should NOT order any computer equipment, consumables (including computer consumables), nor office equipment themselves. All orders for computer-related items (equipment and consumables) MUST be placed via Robert Ryans (who can often get discounts, especially via Tony Coyle in Physics Stores). Similarly, all orders for office equipment (including furniture, and office supplies such as lamps) MUST be placed via Philip Dufton. Once again, discounts are often available via Tony in Physics Stores. If you have any doubts as to whom to contact - ask me. Any invoices presented to me which have not been previously agreed by myself, Robert or Philip will not be paid. The Requisition Form is available in various formats on the ARC website, under Local Policies & Procedures. Update: 2 November 2004. Email from Margaret Hewitt: Following the course attended on purchasing card law all bookings with regard to credit card will have to be done by myself. In relation to travel online you may still key in what is required on the PC in my office, when it comes to the card details I will then finish off the booking. On the requisition slip the description column must have where you are travelling to, when you travelled, the name of who travelled and why you travelled. This will also apply to order requisition slips for travel. Booking travel with online companies such as Expedia, Opodo, etc is allowed only if the official QUB travel agents have been contacted first and cannot match your price online. It is no longer possible to fax the card number through for page charges or conference bookings. Conference registration can still be done online in this case entering of the card details will keyed in by myself. Ordering of books the same rules apply the card details entered by myself. All other equipment and consumables are purchased on Stores credit cards. Expenses claims
Staff claiming expenses need to complete, sign and date the Staff Expenses Form, and pass this to me along with their receipts. However the 'Summary of Claim' part of the form should be left BLANK - I will complete this.
On the back page of the Staff Form, there is a 'Details of Claim' Section. On this you need to put in details of your costs and reason for the expenditure (attendance at observing trip etc). However in addition you need to complete the LATEX template form for claiming expenses, which is available below. The LATEX form needs to be completed because QUB Finance want all claims broken down into relevant VAT codes, and the LATEX template is designed with this in mind. For non-staff (i.e. PhD students and visitors to QUB) there is a separate claims form, which does not need to be completed by the claimant. In this instance, only the LATEX template form will normally need to be completed. The exception is if you wish to claim mileage expenses. There is a Section on the Staff Claims Form for this, but not on the non-staff form. If non-staff wish to claim mileage, there is a separate form available. When claiming expenses, do NOT put in items that have NOT been paid by you - such as flights or car hire. If these costs have been paid via Requisition Forms, you should give me copies of these separately. Expenses forms are only for expenses YOU have incurred. Note that prepayments can sometimes be made before a field trip/conference etc. The same claim forms are used and the same rules apply for completing the forms. Please note that if you are claiming expenses for an observing field trip, which is being claimed from our PATT-linked grant, you should provide 2 copies of the completed LATEX template form when submitting your claim. For all other travel-related expenses (e.g. attendance at a conference; visit to a collaborator), only 1 copy of the LATEX form is sufficient. Visitors to QUB can have their expenses paid by cheque (in any currency) or via bank transfer. If they wish the latter, I need details of their bank (name, address, sort code and account number). I also need the postal address of the visitor irrespective of whether they are being paid expenses by cheque or by bank transfer. As noted above, the Requisition Form and the LATEX Expenses Form are available via the APS website. All other forms (Staff Claim Form + Car Mileage Form) are available from Margaret Hewitt in the Accounts Office. If you need any help or advice in completing forms, see Margaret Hewitt or myself. Francis Keenan, 31st May 2003 - updated 22nd August 2003 Useful forms
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