Expense Claims - FMS
The following information is intended to assist you in claiming for reimbursement of business expenses.
The Management of Occupational Road Risks - MORR (Occupational Health and Safety Standard) has been approved by the University’s Statutory Advisory Committee for Safety and Occupational Health (SACSOH) following a stakeholder development and consultation process and came into effect on 16 November 2020.
This standard applies to all persons who may drive on behalf of the University for business purposes. This includes travelling to conferences, visiting host schools in relation to work placements, travel between University premises and persons travelling from home to a different (non-campus) location for work. The MORR Standard replaces the previous guidance note, Driving Safely at Work.
The Standard and associated documents can be found by visiting the Safety, Health and Wellbeing webpages here. The Safety, Health and Wellbeing Team is available to support departments in the successful implementation of the Standard, and can be contacted by e-mailing email@example.com.
The following list highlights some of the requirements that the MORR Standard introduces.
- Financial Management System (FMS) – car and mileage related expense types will now only be visible to drivers who have gone through the verification process as specified in the OHS Standard
- MORR Coordinator(s) must be appointed by HoDs and PS Directors to assist with the administration duties of this standard. Those appointed as a MORR Coordinator must be notified to Finance (firstname.lastname@example.org)
- Staff driving for work purposes must complete the ‘Driver’s Declaration Form’, detailing driving licence details and a health declaration;
- Use of private vehicles will be subject to the validation by the departmental MORR Coordinator of appropriate business insurance and where applicable MOT test and road tax.
Following the introduction of the University’s Financial Management System (FMS), expense claims for the following groups of staff and students should be submitted online:
- All University staff
- All postgraduate students (research and taught)
- HaSS undergraduate students on certain courses which involve placements
Hard copy expense claims will no longer be accepted from these groups.
Non-staff and non-HaSS undergraduate students, who have not yet been granted access to FMS, should complete the relevant expense claim form (link to forms below) and submit as follows:
- Expense forms together with all necessary receipts must be submitted electronically as one pdf document and sent directly to email@example.com
- The form will be uploaded directly onto FMS where the form will workflow for approval as per the current Expenses process.
- Handwritten forms will no longer be accepted.
- Hard copy expense claims will no longer be accepted from these groups.
More detailed guidance is set out below.
All expenses claims, whether by staff, students or other parties, must be made in accordance with the University's Expenses Policy (pdf).
As set out in the Policy, both the Claimant and Approver have a primary responsibility for ensuring that requests and claims fully accord with the Policy.
Expense Claims for Staff, Postgraduate Students and HaSS Undergraduate Students on courses that involve placements
The processing route for Expense Claims for Staff, Postgraduate Students and HaSS Undergraduate Students on courses that involve placements is as shown below:
Expense Claims for Undergraduate Students with no FMS access and non-University staff
The processing route for Expense Claims for Undergraduate Students with no FMS access and non-University staff is summarised below:
Please ensure you complete the claim form appropriate to your circumstances: