York Expenses

You can claim subsistence when:

• Visiting QMUL to attend the iGGi taught modules 

• Attending the Global Game Jam when it is hosted by a different iGGi site

• Attending the DEVELOP conference or any other external (non-UoY) conferences or training that have been approved and signed off by iGGi Administration

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.  

The overview of how much can be claimed and for what purpose is outlined in the following tables. For full details please consult the University policy:

NOTE: iGGi deviates from the general University policy in that no alcoholic drinks may be claimed. This measure was introduced in February 2024 in line with advice from EPSRC

Drinks/snacks between meals: these costs must be claimed as part of the meal limits.

Tips for waiting staff in restaurants etc: a service charge will be reimbursed if included in the bill. If a service charge is not included in the bill and you are visiting a country where tips are expected (e.g. USA), give an appropriate cash tip and claim as an overnight incidental expense.

1. Complete an expense claim form 

2. Submit your bank details if you have not already (Please note this is a different system to that used to record your account details for stipend payments, so you will need to complete it at least once in order to set it up initially and thereafter only if your bank details change)

3. Ensure you have completed the mandatory T&E policy e-learning module (for more details see below)

4. Send in your form along with your receipts, which should be submitted as a single PDF (see below for what counts as a valid receipt)

All expense claims should be submitted to iGGi Admin within 2 months of the purchases made. Failure to do this may result in non-payment. 

Please complete the following on the claim form (the required sections and sample expenses are indicated on this example form):

• Name, address, student number, email, and reason for claim at the top of the form

• Details of the claim: the first five lines (rows 26-30) are specifically for travel. For all non-travel items, e.g. subsistence, please use the five lines given next to ‘other expenses’ (rows 31-35)

• To complete these lines please indicate what the expense was for and then enter the amount into column U under the £ sign. If you are using a different currency, please see below on 'international expenses'

• If, and only if, you have too many receipts to fit into the five travel and five ‘other’ lines, please complete any additional expenses on the Expense Claim Form - additional receipts’

• Finally, ensure you have signed and dated the main document in the box on the left-hand side

Receipts:

• All receipts must be submitted as a single PDF file. Please compile them in the same order as they are listed on the expense form, and for any expenses on the ‘additional receipts’ form, ensure that you have written (digitally or manually) the corresponding number from the ‘Receipt #’ column

• If you are only claiming certain items on a receipts, please highlight these on the receipt (again, either digitally or manually is fine)

• NEW !  In order to save on storage space, the PDF file containing images of all your receipts should be less than 2MB.  If you find that your PDF is larger than this, please can you recreate the document.  One of the ways of managing this is to put all the screenshots or images of your receipts into a Word doc and resize the images so that you fit 2 or more receipts on a single page while still making sure that the receipts are legible.  Then save the Word doc to a PDF.  

Once the claim form(s) and receipt PDF have been completed, submit them together to iggi-admin@york.ac.uk. Please send the form as an excel document so that it can be amended by the admin team.

International Expenses

If you are claiming expenses from an international trip you must always provide the receipts.

• If only the receipts are provided, please note the amount on each receipt in the local currency - which can be entered in cell W/X 24/25 - and we will convert the amount to GBP prior to reimbursement

• Alternatively, if you made card payments, you can also submit a bank statement showing the GBP amount charged by your bank. The receipts are still required and in addition to showing your name and the name of the bank, any transaction fees ought to be visible, as these need to be processed separately. In this case you may use the GBP amounts from your bank statement on the claim form. 

Mandatory training for anyone wishing to claim back expenses

In Spring 2023 the Travel & Expenses Policy was updated and the Finance Department re-launched their T&E policy e-Learning module to reflect key changes and highlight key learnings. It is available to PGRs on the Finance Training for Associate/Temp Staff page. (Staff should complete the LMS version). Unless you are totally new to the Policy and need to familiarise yourself with the Policy documents it should not take more than 20 - 40 minutes to complete.  

This training is mandatory for anyone wishing to claim back expenses, which is likely if you attend a conference and wish to claim subsistence. 

Please take a screen grab when you reach the end of the training to record that you have completed it. Please send this in to cs-pgr-admin@york.ac.uk so that we can maintain a record.

How does the University reimburse my expenses?

All payments are made directly into your bank account. 

As noted previously,  if you have not claimed expenses before (or if your bank details have changed) you will need to complete your bank details.