For guidance on what may be claimed on expenses see:
It is a good idea to check this before incurring expenditure, as the policy is updated frequently.
iExpenses (UCL staff)
All staff need to use the iExpenses system to claim reimbursement for expenses, or to make a season ticket loan application.
The 'Login and Help' box (the first box) has an option of 'MyFinance e-learning' listed. You'll find here a brief training package/overview of iExpenses and how to make a claim. It is very similar to the old system 'FIS'; but if you get stuck (not having completed the iExpenses training module) it will probably be when you are presented with the boxes: 'Project', 'Task', 'Award'. If you click on the 'search' button (to the right of each of these three boxes) this action will automatically populate the 'Project', 'Task', 'Award' boxes with the valid codes. The rest of the process is pretty much as it was in 'FIS'.
Each member of permanent academic staff (appointed as Lecturer/Senior Lecturer/Reader/Professor) is awarded a personal research allowance and has been designated their own discrete expense account (called a 'project') in MyFinance. If you would like to know the number of your individual account ('project') please ask Charlotte or Claire. But you will find that the code for you will automatically be generated in the 'Project' box (when you click on the search button).
Colleagues with funds awarded for tutorial duties or research incentive, will have their funds consolidated into the one single account ('project') along with their research allowance.
Claim forms for non-UCL staff
Please ensure that if you are providing expense claim forms to external speakers or non-UCL staff and students you use the correct claim forms. These can be found, clearly listed, under 'Forms' on the MyFinance home page.
Help
MyFinance has a comprehensive 'Help' page. You'll find tips as well as the contact
numbers for the MyFinance help desk. Charlotte and Claire are of course happy to help with expenses queries (season ticket loans are a personal rather than a departmental matter).
Delegating responsibilities
If you would like to delegate Charlotte to
submit expense claims on your behalf, you will need to delegate the
responsibility to her. To do so you log on to MyFinance and select 'Internet
Expenses'. Once in the expenses page, select 'delegate' from the options at the
top of the screen. Where it says 'Expenses Entry Delegations' select 'Add Another Row'. Search for the
surname of the person you would like to delegate to. Then click on the 'search'
button and then select the person the menu that appears. Then select 'save'
from the top right of the screen.