Finance

If you have any questions or queries, please use the contact details under the drop-down menus.

Grant Applications

Before submitting any applications for research funding please read the UCL Research Services webpages.

Please contact DoP Finance at dop.finance@ucl.ac.uk at least 20 working days before the submission deadline. They will be able to advise on what to put in your application and to assist with the necessary costings in Worktribe (UCL’s research costing tool). It is essential that all applications (including outline or preliminary) are costed in Worktribe and approved by Research Administration and the Division Director.

At least 10 working days must be allowed for approvals to be granted prior to the funder’s deadline. Research Services will alert staff when more than 10 working days should be planned to allow for the effect of UCL closure dates. Please note that Research Services will use the Worktribe budget figures when asked to approve any grant application as part of the funder’s application process.

• DoP guidance for submitting bids to research funding calls

The guidance below has been created to send to applicants who are external to UCL, as they cannot access the information here on the Research Services website. If you asked to supervisor an externals project, please send them the file below.

• File

  division_of_psychiatry_project_information_sheet.docx

Travel

UCL appointed Clarity as our new Travel Management provider in July 2021. Clarity provide an online booking facility that should be used to book flights, hotels, UK Rail & Eurostar, taxis and car hire. Click here to access the system and make your booking: Clarity Online Booking Tool

For complex bookings or any other services, we recommend that you book offline using the following contact information: uclbusiness@claritybt.com or call 0333 230 9110. Please visit UCL Travel Microsite for additional travel information and news.

For staff making regular journeys in London for the purposes of data collection it is possible to purchase travel cards via Clarity rather than staff using Oyster cards and claiming on expenses. Options should be discussed with the Divisional Finance team (dop.finance@ucl.ac.uk) in the first instance.

Travel and Training funds

The Division has limited funds to support travel to conferences and participation in external training courses, for those who have no recourse to alternative sources of funding.

If a member of staff or PhD student would like to attend a national or international conference or a training course, they should ask their line manager or supervisor for academic approval and to support this financially. The DOP Travel fund will only be available for those whose line managers do not have access to any other sources of funds. NB that other sources of funds will include discretionary funds if no grant or other sponsored funding exists.

A training course can only be funded if a course of equivalent content is not available free in UCL. 

The DOP scheme will only be available to staff on grades 6,7 and 8 and for PhD students. Individuals can apply on two occasions in 3 years but, in total, a maximum of £1000 over a period of 3 years can be awarded. 

Process

First check with your supervisor or line manager if they have any funds to support your attendance at a national or international conference or a training course. If unsure, the supervisor/line manager should contact DoP Finance to check. If your supervisor or line manager has access to funds but does not prioritise your attendance at the course/conference, then this is not a reason to seek support from the DOP travel fund. 

If your supervisor or line manager has no funds available, then please complete the Travel & Training fund application form.

In the application, please give a full breakdown of all relevant estimated expenses, justifying costs and providing quotations as appropriate. For any travel costs, please ensure your estimates are based on the most cost-effective accommodation and fares. If foreign currency is used, please state the exchange rate and convert the costs to pounds sterling. Please note that travel bookings must be made in line with UCL policy. 

 Awards are given based on costs being fully justified and accurate at time of application. Estimates provided in the application must be reviewed and confirmed before the training or event takes place. If actual costs incurred are higher than estimated, an uplift to the award may be considered if budget is available, however, if the actual costs incurred are lower than estimated, the award will be reduced accordingly.

For conferences, applicants should attach copies of abstracts or documentation indicating the acceptance of the paper or poster. For training courses, please attach evidence of the course fee.    

Applications will be considered three times a year by a panel comprising the Heads of Research Departments and Director or delegate. Dates will be publicised in advance and applications must be submitted by the relevant deadline.

All applications have to be submitted to Seema Duggal with good notice and at least three months before the funding is required.  This scheme is cash limited so it is possible that the scheme will be closed during the academic year that runs from August to July.

Applicants will be informed of the outcome of their application within one week of the panel meeting.       

• File

  dop_guidance_for_travel_and_training_funds_updated_24.07.24.docx

• File

  dop_travel_and_training_funds_application_form_aug_23.docx

Applications will be considered three times a year by a panel comprising the Heads of Research Departments. The dates for 2023/24 are:

• Wed 16th October 2024
• Wed 5th February 2025
• Wed 21st May 2025

All applications have to be submitted to Seema Duggal with good notice and at least three months before the funding is required. 

Expenses

The UCL online claim system for staff and students is called iExpenses (part of the UCL MyFinance system).  See the UCL Finance webpages for full details on how to login to the system and enter a claim.  

Before submitting your first claim, please make sure that you read the UCL Expenses Policy so that you are fully aware of the rules and regulations (UCL login required). You will need valid Project, Task and Award codes to submit the claim, and to have access to the relevant Project in the MyFinance system. Contact the Divisional Finance team (dop.finance@ucl.ac.uk) to discuss the necessary access.  

All staff and students in the Division who will be submitting expense claims via iExpenses should set up Mohammed Alom as your preferred approver.  This will ensure all your expense claims are sent to Mohammed for approval and is approved in a timely manner.  Submitted claims without Mohammed Alom as the preferred approver will need to be withdrawn, and re-submitted once you have set up Mohammed as the preferred approver in iExpenses.  Approval is, of course, subject to all claims meeting the UCL expenses policy.  

Manual Expenses

UCL has two methods for Externals to submit expenses, the External Visitor Expense system (Staff and non-staff expenses | Finance - UCL – University College London) and if this cannot be used an Excel form (Forms (relating to Expenditure) | Finance - UCL – University College London).

Purchasing

I-Procurement is the UCL online purchasing module and must be used for all purchases you make. To register to use this system and arrange any training please contact the Divisional Finance team (dop.finance@ucl.ac.uk) in the first instance.

Staff must use approved suppliers through UCL MyFinance/marketplace. If you need to raise a purchase order, please discuss with the Divisional Finance team (dop.finance@ucl.ac.uk) first.