Expenses, Sales, and Purchasing

Information around making expenditure claims, getting travel advances and overseas expenditure claims, can be found by clicking on the UCL Expenses Pages.

Staff employed at UCL should make expenditure claims via the MyFinance system, using the Internet Expenses functionality, non-employees and students should use the current expenditure forms located within the above Expenses link. 

If you are having issues selecting the relevant project code within MyFinance this could be as you have not been granted access. Please contact a member of the Finance Team who can advise you on how to resolve this issue. 

UCL operates an electronic ordering facility, iProcurement, which is accessed via MyFinance.  

If you are an MRC employee, please get in touch with your local administration support, who may ask you to fill in a form.

Make sure you use the appropriate budget code when ordering. Please ask the Finance team if you need help with coding. 

Procedures for seeking tenders and quotations, and for placing orders for requirements over £50,000 can be found under Purchase orders over £50k on the UCL Finance web pages. 

You can also visit the UCL Procurement Services pages for further details about procurement at UCL. 

New Supplier Requests

If the supplier is new to UCL, a Supplier Set-up form, details of which can be found at http://www.ucl.ac.uk/finance/purchasing/new-suppliers, should be completed and emailed to New Suppliers together with the supplier's bank details on supplier letter-headed paper.

In order to pay for goods of services, a purchase order will have to be created via MyFinance. If you do not know how to do this, please contact ICTM Finance and they will be happy to assist you. You may need to use the list of project codes. 

You may also find the information on UCL Finance spending money useful.

If you are an MRC employee, please get in touch with your local administration support, who may ask you to fill in a form.

Please make sure you allow enough time to get an invoice paid. Particularly if you are requesting admin support to pay your invoice - please be aware of these timelines.

Please see below details of payment days:

• Monday: UK Supplier BACS payments – payments in GBP to UK bank accounts for supplier
• Tuesday: UK Supplier cheque payments – payments in GBP by cheque sent to UK addresses, also payments in GBP to employees, students and external individuals by both BACS and cheques
• Wednesday: Payments in any currency other than GBP by wire transfer and payments in GBP to accounts outside of the UK
• Thursday: UK Supplier BACS payments – payments in GBP to UK bank accounts for supplier
• Friday: UK Supplier cheque payments – payments in GBP by cheque sent to UK addresses, also payments in GBP to employees, students and external individuals by both BACS and cheques

More information can be found on the Accounts Payable webpage. 

Please Note: UCL Accounts Payable prioritises invoices in order of how many days are left on the invoice before the payment is due.

If you need to raise an invoice, please contact ICTM Finance and they will be happy to assist you.

If you are an MRC employee, please get in touch with your local administration support, who may ask you to fill in a form.