Expenses for non-University staff
Who this expenses process is for
We can reimburse expenses incurred by non-University staff, in line with our Expenses Policy. This includes:
- Visiting or occasional lecturers, doing no more than three sessions of work for the University per academic year.
- If you’re doing more than three sessions across the academic year, contact the Worklink team at worklink@contacts.bham.ac.uk
- External examiners.
- Research participants.
- Students – UG, PGT and visiting students.
- Other contingent workers who do not have access to Core Systems or Staff Expenses.
Find out what you can claim for in our Expenses Policy (.docx, 904Kb).
How to claim expenses
- Download our Non-staff Expense Claim Form (.xlsx, 117Kb).
- Complete your sections of the form.
- All fields marked by an asterisk symbol (*) are mandatory. You need to complete these fields so we can process your expense claim.
- You must fill in the form electronically. We cannot accept handwritten forms.
- We can pay expenses into either a UK or non-UK bank account. Complete the form with your preferred bank details.
- Submit your completed form and receipts to your College or School administrator. They will check the form and complete their section, before submitting it to the Finance team for processing.
Expenses claim processing time
We aim to process all claims within 10 working days of receiving them. If you haven’t received payment within this time, contact your College or School administrator in the first instance.
Get help
Your College or School administrator will be able to help you with most queries.
If your query is about the payment of your expense claim after you’ve submitted it, contact the Finance team on 0121 502 7662 (Monday to Friday, 10am-4pm UK).