Claim Forms

Completing the Claim Form

You can submit a Claim Form for your expenses throughout the year, within three months of the expense being incurred. Scanned receipts must be provided. The Expenses page provides information about permitted expenses.

Once you have concluded your activities for the current academic session, you need to submit a final Claim Form to claim your fee, plus any remaining outstanding expenses from the past three months.  A different claim form is required depending on your role. If you hold more than one post, you need to submit a separate claim form for each. 

To complete a Claim Form: 

1. Open the relevant link below.

2. Then select File > Make a copy to open the form in Google Docs (recommended). Alternatively, select File > Download and select your preferred format. 

3. Fill in the form. 

4. Save, then email a copy to examiners@sheffield.ac.uk along with any relevant receipts.

Fee calculations and payment

• The External Examiner fee is calculated based on student numbers (FTEs) per programme examined. Your Appointment Letter will indicate the estimated fee band for the academic session, to be confirmed once student numbers are finalised. For full details of how fees are calculated, please see the External Examiner Fee Calculations document. 

• The External Assessor fee is a fixed fee, paid in addition to the external examiner fee. For confirmation of your External Assessor fee, please see your Appointment Letter. 

• The Independent Assessor fee is calculated using a flat rate per apprentice, with a supplementary fee paid for each apprentice where additional learning needs apply. For confirmation of your Independent Assessor fee, please see your Appointment Letter. 

Payment is made by the University Finance Team. For undergraduate Examiners/Assessors, payment is made at the next available payroll after the examiner's report and claim form are received. For postgraduate Examiners/Assessors, payment is made following processing of your invoice.