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Expense Claims

An expense claim is usually for travel, accommodation and subsistence.

Expenses can only be claimed for after prior permission from the account holder. They must be submitted as soon as possible as there are time limits for payment.

Examples of account holders are: 

  • The PI (Principal Investigator) for research grant expenses
  • Chair of Faculty Board or Faculty Administrator for Faculty expenses and approved workshop/conference expenses
  • Treasurer/Secretaries of Moral Sciences Club for Moral Sciences Club expenses.

Equipment, goods or services do not count as expenses, and the University's Financial Procedures on procurement must be followed. These items need authorisation from the Faculty Administrator before purchase.

When applying for a reimbursement of expenditure associated with University business, please complete the appropriate claim form from the bottom of this page. Please note that details for “subsistence/accommodation allowance/other expenses” should not be filled in or claimed for, unless this has been approved in advance.

You will then need to EMAIL the completed signed form with scanned copies of itemised receipts and/or tickets for travel to: 

(This email is accessed by Gill Burrows, accountant, and Heather Sanderson, Faculty Administrator.)

Air travel

If you are claiming air travel that you booked yourself, please also supply either a boarding pass or baggage tag with your claim.

Payments for non-employees

Reimbursements will be paid in sterling by cheque, unless another currency is specified.

Foreign currencies can be paid into a personal bank account by bank transfer, but please send your bank details (typed, not handwritten) with the paperwork for your claim. Details to include: Bank Name, Bank address, Account Holders details and IBAN no. /SWIFT code or routing number. If in doubt, check with your bank first.

Payments for University of Cambridge employees

Payments for employees will be made by direct bank transfer. You will receive an email from containing the Subject heading “University of Cambridge - Remittance Advice” to confirm the BACS payment details.


No one is allowed to authorise reimbursement of their own expenses. The Faculty Administrator has delegated authority to check and approve expenses claims made by individuals in the Faculty.


  • For Faculty employees  (click here for the semi-online FD1C-02 form that needs to be printed off and signed. Try using Safari if Firefox doesn't work.)