School of Earth & Environment FACULTY OF ENVIRONMENT Faculty Finance Office Introduction What we do Provide a central point of contact for all financial queries NOT relating to research grants. Including; Expense & petty cash claims Raising sales invoices Receiving payments (cash, cheque & credit card) Monitoring School accounts

School of Earth & Environment FACULTY OF ENVIRONMENT Who we are Ben Clark – Finance Manager (ext 31639, Naomi Armstrong – Finance Officer (ext 36760, Blessing James – Finance Officer (ext 38148, Dorota Karasek – Finance Assistant (ext 36730, Jerry Thorp – Finance Assistant (ext 33313, Heather Cocker – Finance Officer (maternity leave)

School of Earth & Environment FACULTY OF ENVIRONMENT Where we are Faculty of Environment Finance Office Lifton Villas 1 – 3 Lifton Place

School of Earth & Environment FACULTY OF ENVIRONMENT RTSG (Research Training Support Grant) PhD students in Earth & Environment currently receive a Research Training Support Grant during their studies, the amount received will vary depending on the funding source. The School will contribute £1,500 to self-funded students. Some externally funded RTSG awards are charged a fee to cover costs such as computing facilities, labs and other services provided by the School. The fee varies dependent on the student award Full details of the student financial process can be found on the School website at; site/administration/finance/

School of Earth & Environment FACULTY OF ENVIRONMENT Postgraduate Accounts All postgraduate students are given an 8 digit number - used for the financial administration of their RTSG, bench fees etc. It is the postgraduate’s responsibility to monitor expenditure. Details and balances of your account can be obtained from the Finance Office. Funding Proforma Before the Finance Office gives you the details of your account we must receive a completed copy of your funding proforma, authorised by your supervisor and the postgraduate research office. This form ensures that you, your supervisor and the Finance Office are aware of all internal and external funds you have been awarded to support your research during your PhD.

School of Earth & Environment FACULTY OF ENVIRONMENT University Expenditure Expense claims can be made on the following forms; Authority for Payment (AP) – for NON TRAVEL expenses UK Travel & Subsistence (UKTS) – for expenses incurred in the UK and including some element of travel Overseas Travel & Subsistence (OSTS) - for expenses incurred overseas and including some element of travel Petty Cash – for NON TRAVEL claims up to £20, available from the Finance Office directly Advances are available where ‘up-front’ payment is unreasonable or impractical, but flights, accommodation and other costs should be booked via the Purchasing Office if this is the case. Advances can take up to 6 weeks to be paid so you must give us sufficient notice in advance of your trip.

School of Earth & Environment FACULTY OF ENVIRONMENT University Expenditure Claims must include original receipts and be submitted within 6 weeks of the end of the trip. All expenditure on your accounts must comply with University financial regulations ( and must be authorised by your supervisor BEFORE you send claims to the Finance Office. Unauthorised claims will be returned. Expense claims are paid on a monthly basis, and must be received in the Finance Office by the 13 th of the month in order to be paid at the end of that calendar month.

School of Earth & Environment FACULTY OF ENVIRONMENT Demonstrating If you wish to undertake paid demonstrating work during your time at the University you are required to complete a registration form. This enables us to register you on the University Payroll system. Demonstrating is paid at an hourly or daily rate (dependent on the type of work undertaken) and on a monthly basis. Normally the lecturer requesting the demonstrating will have had the demonstrating hours pre approved at the start of the semester.