Coronavirus Recovery: advice and latest information

Introduction to financial services available to PGR students

The Faculty of Science and Engineering has a team who are dedicated to providing guidance and support in respect of all university based financial services. The following guidance refers to the following spend categories:

  • Purchasing of goods and services
  • Travel reservations
  • Expense claim processing
University International Activity Information Sheet

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

Students sitting outside Coffeopolis

Overview of Purchasing of goods and services

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

  1. Discuss your need to purchase goods or services with your supervisor as they will be responsible for the funds that will support your purchase.
  2. 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.
  3. Your purchase request should then be submitted as follows:

Travel reservations

Swansea train station

Overview of Travel reservations

The university has implemented a travel management policy in order to support the travel needs of staff and students. The policy makes provision for travel reservations both in the United Kingdom and overseas. Another key element of the policy is to ensure the health and safety of all staff and students who undertake travel on behalf of the university in accordance with our duty of care.

When planning travel reservations the following guidance is to be followed:

  1. Discuss your travel requirements with your supervisor as they will be responsible for the funds that will support your travel requests.
  2. 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 confirmed in your travel request.
  3. You will need to complete a number of forms for both international and national travel. More details can be found in the travel section here.

 

Expense claim processing

Entrance to Engineering central

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.

Contact

Contact

Please contact the faculty finance team via the following dedicated email addresses:

Purchasing of goods and services – fseorders@swansea.ac.uk

Travel reservations – fseorders@swansea.ac.uk

Expense claim processing – fseexpenseclaims@swansea.ac.uk