Staff and non-staff expenses

Staff

• All UCL staff should submit expense claims using the iExpenses functionality in MyFinance.
• You will need a valid Project, Task and Award to submit the claim.
• You must already have access to the Project in the MyFinance system in order to submit the claim, your local finance officer will be able to set this up. 
• You will then be able to use the search feature to find the appropriate project.
• List of Expenses Categories

• General Expense Claim Guide – Digital Staff Expenses

  General Expense Claim Guide – Digital Staff Expenses

• Creating Receipt Images – OneDrive for Business Guide

  Creating Receipt Images – OneDrive for Business Guide

• Season Ticket Loan Guide - Digital Staff Expenses

  Season Ticket Loan Guide - Digital Staff Expenses

• Approving Expense Claims – Digital Staff Expenses

  Approving Expense Claims – Digital Staff Expenses

• FAQs – Digital Staff Expenses

  FAQs – Digital Staff Expenses

Students

UCL registered students with a UK bank account should submit claims using the iExpenses functionality in MyFinance.

Guidance notes on this process are below:

• Digital Student Expenses - UCL Department Guide

  Digital Student Expenses - UCL Department Guide

• Digital Student Expenses - UCL Student Guide

  Digital Student Expenses - UCL Student Guide

• Digital Student Expenses FAQs

  Digital Student Expenses FAQs

If the claim is to be paid into a non UK bank account, please use the relevant manual foreign bank form which can be found on our Forms relating to expenditure page.

External individuals

Anyone who is not staff or a UCL registered student must submit their expenses via the external visitor expenses service.
The relevant UCL department needs to invite the visitor, via the portal, to register and use this service. Guidance on this is below.

• Digital Visitor Expenses – UCL Department Guide

  Digital Visitor Expenses – UCL Department Guide

• Digital Visitor Expenses – External Visitor Guide

  Digital Visitor Expenses – External Visitor Guide

• FAQs

  FAQs

Expense Claims and Purchasing Cards

If you have outstanding purchasing card items that you have not cleared within 40 days, you will not be able to enter an expense claim.