It is essential to think carefully about the type of money arrangement that might be needed while working overseas eg which currency will be used, are ATMs available? Can cards be used to make purchase? It is strongly advised to allow sufficient time to arrange money matters and not to leave it to the last minute
Where possible goods and services should be paid for directly by the University.
For your travel and accommodation expenses, you should use the University preferred supplier. Using the University preferred supplier minimises risk and demonstrates duty of care (e.g. emergency support provided, travellers’ location in case of emergency).
It is possible to arrange an advance for travel. Direct payment to the recipient’s bank account is preferred. However a prepaid card or cash advance can be arranged. This includes ordering foreign currency. Contact the Payments Team for direct, electronic payment requests and the Cashiers Team for pre-paid card or cash advance requests.
Departmental Expenses guidance and Claimant’s Expenses Guidance are provided by the Finance Division. This includes advice on what can be claimed and describe the process to submit a claim.
Please note that all claims must be supported by evidence i.e. receipts or equivalent proof of purchase. Credit card slips or copies of bank statements alone are not normally considered to be as sufficient evidence to support a claim.