The expense types below are available in the system to select.  Either enter the expense type exactly as listed below or search for the expense type by enclosing the search term with percentage signs.  E.g. Search for '%hotel%' will display both 'ACCOM: Hotels-166308' and 'ACCOM: Conference Hotels-166308' to select.

Expense types
Expense typeNotes

Hotels and accommodation

See Accommodation, subsistence meals and other overnight expenses
ACCOM: Hotels-166308 Claims for hotels and rented accommodation.
ACCOM: Conference Hotels-166308 For specific hotel accommodation advised by the conference organiser where the accommodation has a higher cost than the College’s room rate for that location.  See Hotels for more information.

Meals, food and drink

 

Subsistence

For covering a meal you would normally have had if you were not away from the College on College business.  See Subsistence meals.
SUBSISTENCE: Breakfast-166308  
SUBSISTENCE: Lunch-166308  
SUBSISTENCE: Evening Meal-166308  
SUBSISTENCE: 24hr Meal Rate-166308 For guidance on using the 24 hour meal rate see Subsistence meals and How to use the 24-hour meal rate.

Hospitality and entertaining

Entertaining staff, students or external visitors - that is, providing food, drink or other hospitality on College business.  See Hospitality and entertaining.
ENTERTAINMENT: Staff Only-169304 This includes away days/strategy days/team building events.  See Staff and student entertaining.
ENTERTAINMENT: Staff Xmas Party-169305 Staff Christmas parties.  See Staff and student entertaining.
ENTERTAINMENT: Staff/Student/Vis.-169307 Event entertains students or visitors.
ENTERTAINMENT: Business (B'fast)-169307  
ENTERTAINMENT: Business (Lunch)-169307  
ENTERTAINMENT: Business (Dinner)-169307  
ENTERTAINMENT: Business (Other)-169307  

Transport

See Transport.
TRAVEL: Flights-166108 See Air travel.
TRAVEL: Rail-166114 See Rail travel.
TRAVEL: Contactless-166114 When using a pay-as-you-go Oyster card or contactless debit/credit card for business journeys where receipts are not easily obtainable.  See Public transport.
TRAVEL: Taxis-166128 See Taxis.
TRAVEL: Parking-166137 See Tolls, congestion, and parking charges.
TRAVEL: Car Hire-166120 See Car hire.
TRAVEL: Car Hire Fuel-165407 Not to be used for non-car hire (e.g. private car) fuel.  Instead submit a mileage expense claim - this incorporates reimbursement for your fuel.
TRAVEL: Other-166130 Tolls and, in exceptional circumstances only, congestion charges.  See Tolls, congestion, and parking charges.

Foreign currency transaction charges

 
BANK CHARGES: Transaction Fee-169610 Currency conversion charges and commission on overseas transactions only.  The purchase of foreign currency is not a genuine expense, however commission charges incurred on doings so can be reclaimed.  See Overseas and foreign currency transaction fees.

Fees

 
FEES: Training / Course Fees-169204 See Training and education.
FEES: Conferences-169214 See Conference and facility fees.
FEES: Examination Fees-169416  
OTHER: Prof. Subs. (HMRC list)-162140 See Professional subscriptions.  Use this type when body features in list of approved organisations published by HM Revenue and Customs.
OTHER: Prof Subs (Non HMRC list)-162141 See Professional subscriptions.  Use this type when body does not feature in list of approved organisations published by HM Revenue and Customs.
OTHER: Visa Fees-162137

See Passport and non-UK visas.

For UK visa application fees and health surcharges, see guidance at UK work permit application fees and visasFollow the specific instructions on how and when these can be reclaimed.

Venue hire

 
OTHER: Conf/Event Venue Hire-166310  

Office and communications

 
OFFICE: AV Materials-163110 Audio-visual materials.
OFFICE: Printing-163116  
OFFICE: Stationery-163104  
POST: Postage-163204  
POST: Couriers / Freight-163207 Couriers, shipping, freight.
TELEPHONE: Fixed Line Calls-163210 See Telephones and internet.
TELEPHONE: Mobile Calls-163213 See Telephones and internet.
OTHER: Internet Cost-165222 See Telephones and internet.
OTHER: Computer Consumables-165210  

Equipment and software

 
EQUIPMENT: Equipment Purchase-165107 Note the conditions under What you can and cannot claim.
EQUIPMENT: Computing Equipment-165113 Note the conditions under What you can and cannot claim.
SOFTWARE: Software Purchase-165204  

Laboratory materials

 
LAB: Supplies/Consumables-164104  
LAB: Electrical/Mech. Supplies-164119  
LAB: Workshop Materials-164128  

Other

 
OTHER: Prizes/Award-169410  
OTHER: Books-162304 See Books, journals, magazines and periodicals.
OTHER: Clinical Trial Volunteers-162122 See Clinical trial volunteer payments.
OTHER: Publication Production-162322  
OTHER: Security Expenses / Keys-162504  
OTHER: Vehicle Expenses-165407  
 OTHER: Miscellaneous See Other.
Expense types