1. Faculty Finance Office Faculty of Environment 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 www.environment.leeds.ac.uk

2. Faculty Finance Office Faculty of Environment Who we are Glyn SaulFaculty Finance Manager Colleen PalmerSchool Finance Manager (Earth & Environment) David HuntSchool Finance Manager (ITS & Geography) Ben ClarkFaculty Management Accountant Eve AultonFinance Officerext 36730 Blessing JamesFinance Officerext 38148 Doreen ChimbwandaFinance Assistantext 36760 Jerry Thorp Finance Assistant ext 33313 Sharman MetcalfeProject Officerext 31630 Finance emailfoe-finance@leeds.ac.ukfoe-finance@leeds.ac.uk www.environment.leeds.ac.uk

3. Faculty Finance Office Faculty of Environment Where we are Faculty of Environment Level 9, Staff Centre University of Leeds Leeds LS2 9JT www.environment.leeds.ac.uk

4. Faculty Finance Office Faculty of Environment IMPORTANT: STIPEND/MAINTENANCE PAYMENT For PhD students on a University scholarship or other scholarship and expecting a stipend from the University (a stipend/maintenance payment is a monthly allowance to cover living costs) MUST input their bank account details into the student portal at registration to enable payments to be made. This needs to be done, in advance, on the 1 st of the month if that is a Tuesday, or on the Tuesday which immediately precedes the 1 st day of the month. If you have any queries regarding this please contact your PGR Administration Office. www.environment.leeds.ac.uk

5. Faculty Finance Office Faculty of Environment RTSG (Research Training Support Grant) PhD students in the Faculty of Environment currently receive a Research Training Support Grant (RTSG) 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 student’s responsibility to budget and monitor expenditure. Finance will send account statements out twice a year (min) to support you in managing your account. www.environment.leeds.ac.uk

6. Faculty Finance Office Faculty of Environment 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. www.environment.leeds.ac.uk

7. Faculty Finance Office Faculty of Environment University Expenditure Purchasing will be discussed separately in another briefing 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. www.environment.leeds.ac.uk

8. Faculty Finance Office Faculty of Environment 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/procedures/index.htm) and must be authorised by your supervisor BEFORE you send claims to the Finance Office. Unauthorised claims will be returned.http://www.leeds.ac.uk/finance/policies/procedures/index.htm 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 3 rd October would be paid Friday 17 th October. If a reimbursement is delayed, please contact the Finance office who will look into it. www.environment.leeds.ac.uk

9. Faculty Finance Office Faculty of Environment Demonstrating Demonstrating payments (engagement in teaching) is calculated based on an hourly rate and paid on a monthly basis (last working day of the month). If you wish to undertake paid demonstrating work during your time at the University there are specific requirements to enable registration onto the University Payroll system. A further email will be sent out by the School HR department which provides details of the roles available and specific guidance for registration. www.environment.leeds.ac.uk