Advances

£ Sterling BACS transfer

Before trip

1. Fill in request form PR4A  2. Once completed, if in Williamson, take it to the Staff and Student Support Office in room 1.42.  Those based in the Simon Building can take it to Julie Samson. 3. The money should be deposited into your account once the form is processed.  Make sure you check this has occurred ahead of time before you leave.

After trip

Fill in form PR4B.  If based in Simon building, give this to Julie; if based in Williamson, hand in to the Staff and Student Support Office, room 1.42. Note 1: This is the counterpart form to part A and essentially allows you to document how you spent the advance money and how much you owe/are owed.  It needs to be filled in within two weeks of returning and signed by your PI. Note 2: Photocopy all forms and receipts!  If anything gets lost, this photocopy will be your backup record. Note 3: If you spent less than received and owe the university money (as determined by the form), you can pay by cash or cheque.  If based in Williamson, you need to take the signed form, all receipts, and the owed cash/cheque to the staff and student support office (Williamson, 1.42).  (Make sure you get a receipt for any cash you pay back!)  If based in Simon, signed forms and any payment can be given to Julie who will take them across. Note 4: If you spent more than you got for your advance, then you do not need to fill in a separate expenses form; the university will pay the remainder determined in the part B form into your account automatically shortly after (hence the convenience of advances).

Foreign currency in cash

Before trip

1. Fill in request form PR3A  2. Once completed, they will need to be taken to the finance hub (more details coming soon).  Alternatively, if you’re in the Simon Building, you can take them to Julie Samson who can also provide advice in filling the forms.  If you’re in Williamson, it may be possible to take them to Gemma Coleman, but we need to confirm this yet.

After trip

Fill in form PR3B. If based in Simon building, give this to Julie; if based in Williamson, hand in to the Staff and Student Support Office, room 1.42. Note 1: This is the counterpart form to part A and essentially allows you to document how you spent the advance money and how much you owe/are owed.  It needs to be filled in within two weeks of returning! Note 2: Photocopy all forms and receipts!  If anything gets lost, this photocopy will be your backup record. Note 3: If you spent less than received and owe the university money, you need to pay by cash in the currency you originally received (i.e. return the physical remainder).  If based in Williamson, you need to take the signed form, all receipts, and the owed cash/cheque to the staff and student support office (Williamson, 1.42).  (Make sure you get a receipt for any cash you pay back!)  If based in Simon, signed forms and any payment can be given to Julie who will take them across. Note 4: If you spent more than you got for your advance, then you do not need to fill in a separate expenses form; the university will pay the remainder determined in the part B form into your account automatically shortly after (hence the convenience of advances).