Dear Colleagues,
In reference to the communication from the Group CFO, as part of our ongoing commitment to fiscal responsibility and sound financial management across the University, we are writing to remind all staff of our policies regarding expense claims and to ask for your cooperation in reducing non-pay operating expenditures.
Whilst the new LASE Expenses policy is currently under review; please be reminded the UKC current policy remains in operation until such time the new policy comes into force.
To help us manage our budget effectively and keep administrative spending aligned with our strategic priorities, please adhere to the following key guidelines when incurring and claiming expenses: –
Prior Authorisation – All discretionary travel, hospitality and non-pay purchases must receive prior written approval from your line manager or budget holder before commitments are made.
Procurement First – Expense claims must not be used as a workaround for the University’s Procurement Policy. Standard goods and services should be ordered via official purchase orders (POs) rather than paid personally and claimed back.
Timely Submission – Please submit all valid expenses claims promptly – ideally within one month of the expense being incurred – so that costs are accurately captured within the current financial reporting period. Any expense claims submitted outside 90 day period will be rejected.
Valid Receipts – Every claim must be supported by an original, itemised receipt or invoice. Credit or debit card payment slips alone are not sufficient proof of purchase.
Itemised Details – Claims that include expenses for third parties must explicitly list the names of all individuals involved and the business rationale.
Ineligible Expenses – Claims for alcoholic beverages must adhere to the policy. Upgraded travel, first-class rail/air, non-compliant subsistence costs that exceed institutional policy rates will be rejected or pruned back to standard rates.
Finance Shared Services (FSS) is conducting tighter first-line audits on all submitted claims. Non-compliance with the University’s Financial Regulations and Expense Policy will result in rejected claims and potential escalation to budget holders, line managers or Heads of Department.
We recognise and appreciate the hard work, teaching, research and administrative dedication you bring to the university every day. By exercising mindfulness with non-pay budgets – such as opting for virtual meetings where appropriate, consolidating travel, and utilizing preferred supplier frameworks – we can protect our core academic mission and collective resources.
If you have any questions about what can be claimed or need clarification on your department’s budget limits, please consult your department administrator or contact the Finance Shared Services team directly. financesharedservices@kent.ac.uk
Thank you for your continued support.
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