Purchasing and expense claim processing - FSE PGR

Notes on purchases and expenses as a PGR student

Overview

The guidance outlined below is supported with links to the relevant university finance policy details so that you can be assured the information provided is regularly updated as and when policies are amended.

Purchasing of goods and services

Overview of Purchasing of goods and services

To purchase any goods or services the following guidance is to be followed:

Discuss your need to purchase goods or services with your supervisor as they will be responsible for the funds that will support your purchase.
Your supervisor will review your request and will confirm whether approval has been granted. They will then confirm the account code details that will need to be verified in your purchase request submission.
Your purchase request should then be submitted as follows:

Students with access to ABW

Please raise a requisition (purchase request) on ABW. Where possible please provide links to the relevant iinternet based details in your request. You should also upload copies of any quotations you have received.

Once your requisition has been submitted it will be automatically forwarded to the budget holder for review and approval.

If approved, the requisition will then be processed by the finance team. In the event of any query, a member of the finance team will contact you to review the requisition in more detail.

All queries relating to your requisition should be raised on the new service now helpdesk

https://suprod.service-now.com/finance

Please refer to the following ABW user guidance for assistance in the raising a requisition:

Purchasing - Enter a Standard Purchase Requisition (Web).pdf

Students without access to ABW

Once your supervisor has approved your requisition and you have an appropriate budget code, you will need to:

Raise a general requisition query on the Finance Service Now helpdesk
Confirm as much detail of the purchase as possible – please include links to the relevant intranet based details where possible and upload any supporting documentation.
Upload an email confirming that your supervisor approves the purchase details.

If there are any queries associated with your purchase order request(s) a member of the finance team will contact you via email for further information.

Expense claim processing

Overview of Expense claim processing

The university has implemented an expense claim policy that applies to staff and students. Details of the policy are confirmed via the following link: Expenses Policy and Procedure - Swansea University

The guidance should be reviewed ahead of you making any direct purchase yourself with a view to being reimbursed by the university at a later date. As a rule only a limited range of travel based costs can be reclaimed via the expense claim system. These include the following:

Subsistence
Mileage allowance
Fuel for hire vehicles
Short distance/low cost travel: for example – service buses and local taxis

The reimbursement of all other costs are only considered on an exception/contingency basis where prior approval has been granted.

Please Note: ALL PGR students should use the following process for claiming expenses and NOT put expenses claims through ABW.

Expense claim processing guidance

The Expense claim form should be completed confirming the details of your claim.
Receipts must be uploaded to support your expense claim as evidence of having made payment for the costs claimed. ** Please note that itemised VAT receipts must be provided, as these provide full details of the items/services provided. Visa slip receipts are not accepted as they do not evidence which items/services have been purchased.
Your expense claim should then be forwarded via email to your supervisor together with copies of the receipts so that they may review and approve on your behalf. Your supervisor should confirm their approval as follows:

i) Add their signature digitally to your expense claim form.

ii) Forward you an email confirming that they approve the expense claim details.

The approved expense claim form together with all supporting documentation should then be forwarded to the following dedicated email address: expenses@swansea.ac.uk
Please title your email heading in the following format: URGENT: Student expense claim on behalf of (name and student number)
This will enable us to quickly identify your email as an expense claim.
We will review your expense claim and will then approve payment on your behalf. The claim will then be forwarded to the university’s Payment Office for processing.
If there are any queries associated with your expense claim we will contact you via email to request further information.
Payments to students are issued on a weekly basis. By following the guidance provided we will arrange for you to be reimbursed at the earliest opportunity.
All queries relating to your expense claim should be forwarded to the following dedicated email address: expenses@swansea.ac.uk

Contact

All queries relating to the purchasing of goods and services should be raised on the new service now helpdesk.

For any further queries related to expense claim processing, please contact the team @fseexpenseclaims@swansea.ac.uk