This section is maintained by the School Manager, please email firstname.lastname@example.org with any queries
Staff Expense Claims Process
Due to current COVID-19 remote working, all expenses claim forms requiring Head of School authorisation should be scanned with receipts and emailed to email@example.com for the attention of Sorcha McSherry. Once reviewed, Sorcha will submit all claims directly to the Head of School for approval, and will forward to the finance office for payment.
If you have any queries relating to staff expenses, please contact firstname.lastname@example.org
Staff Expense Forms
New forms have been introduced in November 2020, there is now one claim form which should be used for all travel and non travel claims. The Advance Claim form remains unchanged.
Staff Expenses Claim Form Staff Expenses Claim Form.xlsx
Staff Expenses Advance Form Staff Expenses Advance Form.xlsx
Please note: If the currency converter in the claim form does not work, please clear the cache by hitting Control + Shift + Delete and clear data
Staff expenses related University's policies and guidelines
As a public sector body, expenses claimed by UCD staff are subject to public scrutiny by the Comptroller an Auditor General and through Freedom of Information requests. It is important that all expense claims submitted by staff and non-staff members should be exemplary in terms of compliance with University procedures, accurate, easy to review and clearly justifiable.
Please ensure that your claim has been accurately prepared in accordance with the University's policies and guidelines detailed below;
Guidelines for Faculty & Staff https://www.ucd.ie/bursar/bursarsoffice/staffexpenses/guidelinesforstaff/
Memo from Bursar on staff expenses 2018 https://www.ucd.ie/bursar/t4media/New%20Memo%20from%20Bursar%20on%20Staff%20Expenses.pdf
University Travel Policy Travel Policy PDF.pdf
Hospitality and Entertainment Policy Hospitality and Entertainment Policy.pdf
Subsistence rates - Ireland & UK https://www.ucd.ie/bursar/bursarsoffice/staffexpenses/subsistencerates-irelanduk/
Subsistence rates - Elsewhere https://www.ucd.ie/bursar/bursarsoffice/staffexpenses/subsistencerates-elsewhere/
Conference Allowance Policy Conference Allowance Policy.pdf
Mileage rates and Motor Insurance https://www.ucd.ie/bursar/bursarsoffice/staffexpenses/mileageratesandmotorinsurance/
Submission of false or exaggerated claims https://www.ucd.ie/bursar/bursarsoffice/staffexpenses/submissionoffalseorexaggeratedclaims/