Faculty Finance Office Introduction

1

• Faculty Finance Office Introduction
• What we do
• Provide a central point of contact for all
  financial queries NOT relating to research
  grants.
• Including
• Expense claims
• Raising sales invoices
• Receiving payments (cash, cheque credit card)
• Monitoring School accounts
• Financial planning and management

2

• Who we are
• Ann Kenney Faculty Finance Manager
• Colleen Palmer School Finance Manager ext 36698
  (Earth Environment)
• David Hunt School Finance Manager ext 31639 (ITS
  Geography)
• Naomi Armstrong Finance Officer ext 36760
• Blessing James Finance Officer ext 38148
• Eve Aulton Finance Officer ext 36730
• Jerry Thorp Finance Assistant ext 33313
• Finance email foe-finance_at_leeds.ac.uk

3

• Where we are
• Faculty of Environment Finance Office
• Faculty of Environment
• University of Leeds
• Lifton Villas
• 1 - 3 Lifton Place
• Leeds
• LS2 9LN

4

• RTSG (Research Training Support Grant)
• PhD students in the Faculty of Environment
  currently receive a Research Training Support
  Grant during their studies. The amount received
  will vary depending on the funding source.
• All PhD students who are not externally funded
  are currently provided an RTSG by their School.
• PhD students will receive an 8 digit account
  number which is used for the financial
  administration of their RTSG, bench fees etc.
• It is the students responsibility to budget and
  monitor expenditure.
• Finance will send account statements out twice a
  year (min) to support you in managing your
  account.

5

• Funding Form
• A funding form template is available on School
  intranet under RPG resources
• The form should be completed in collaboration
  with your supervisor.
• Once signed by the supervisor, the form should
  be returned to the PGR Administrator.
• The PGR Administrator checks the form matches
  their records and forwards it to Finance.
• Once Finance has the form, the RTSG account is
  created and communicated.
• This process ensures that all parties are aware
  of all internal and external funds you have been
  awarded to support your research during your PhD.

6

• 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 that includes some element of
  travel.
• Overseas Travel Subsistence (OSTS) - for
  expenses incurred overseas.
• Advances are available where up-front payment
  is unreasonable or impractical. Where possible,
  flights, accommodation and other costs should be
  booked via the Purchasing Office in advance.

7

• 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
  (http//www.leeds.ac.uk/finance/policies/procedure
  s/index.htm) and must be authorised by your
  supervisor BEFORE you send claims to the Finance
  Office. Unauthorised claims will be returned.
• Important note
• Expense claims are paid on a Friday. The cut
  off date for receipt of the approved form is two
  weeks before payment. For example, a claim
  received on week ending Friday 3rd October would
  be paid Friday 17th October. If a reimbursement
  is delayed, please contact the Finance office who
  will look into it.