QMUL Expenses

Costs can be claimed which are incurred as part of the University's business, providing that they comply with the mandatory financial limits. Please note that only actual costs will be reimbursed and receipts must be provided for all claims. 

The mandatory limits for subsistence costs in the UK covering breakfast, lunch, and dinner are as follows:

Period of Absence Limit 

Over 6 hours but less than 9 hours £12 

Over 9 hours £48 

These limits cover breakfast, lunch and dinner. Claims for teas, coffees and light refreshments that do not accompany breakfast, lunch or dinner are not permissible. A maximum of £30 for the evening meal. Tips and gratuities are included inthe allowance. 

NEW ! Due to new UKRI policy with effect from 8 Feb 2024 we are no longer able to approve any alcohol on expense claims, even if your drink is part of your meal.  This is a divergence from University policy but as UKRI is funding iGGi expenses, UKRI policy takes precedence. 

You can also claim for purchasing a Railcard, as required for travel to modules and the iGGi conference [see travel]

Please note that if you attend a conference for which attendance is paid from your personal Conference Allowance amount of £1800 then your subsistence costs will also be paid for from that funding. 

If there are any questions, please consult the University policy before contacting the admin team.

Claims should be made as soon as possible after incurring the cost of the travel/activity. Any claims submitted after 3 months after the purchase of the travel/activity will be declined for payment unless there are exceptional circumstances for the delay. 

In order to claim you will need to complete the claim form and send this to iggi-admin@york.ac.uk.

All receipts should accompany the expense claim. All receipts should be in PDF format. Send the claim form in Excel Format and the receipts in PDF format (no zip files) to iggi-admin@york.ac.uk. Shopna will then pass this email to QMUL EECS Finance and disclose the correct budget code, but it is important that you pass the expense claim to her first. Missing receipts will delay payment of expenses and will not be reimbursed. 

Please retain original receipts until the claim has been approved in case further verification is required. This will also be necessary if it is a funder requirement, such as expenditure relating to EU funded projects. 

Once the claim form has been submitted and approved, the funds will be reimbursed via bank transfer. Bank details should be included on the claim form which you complete.

In some circumstances staff travelling overseas may be granted a cash advance to fund business expenses. Typically this applies to countries that do not have a developed financial services infrastructure and that rely on cash to transact business.