Expenses Claim procedure
Claims for money from expenses will only be authorised if there is no other way to purchase something and it is deemed absolutely necessary for the project.
Do not purchase until you have followed the first 2 steps:
- Check with stores whether a College supplier will provide something equivalent. Ask the stores to send you an email stating that the item can not be found using the college suppliers.
- Obtain authorisation from your project supervisor for the expense in the form of an email.
Do not purchase until you have both of these emails, or you will not be reimbursed.
Assuming you have the 2 emails, go ahead and purchase using your own funds.
Then fill out the following college expense claim form:
- Expense Claim Form (E1) for non-employees (Excel) [requires College login]
- Purpose of claim should be Final year project or MSc Project work
- Enter workshop materials for the Expenses type
- Leave ICIS Code, Cost Centre and activity for the Finance officer to fill in
- You will need to enter your address and bank details
- More info on filling in the expense claim form
Then send Excel form and the 2 authorisation emails for processing to:
- MSc Projects:j.bickell-smith@imperial.ac.uk
- Undergraduate project: e.rainbow@imperial.ac.uk