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. Not student fees) Monitoring School accounts www.environment.leeds.ac.uk

Who we are Glyn Saul Faculty Finance Manager Colleen Palmer School Finance Manager TBC School Finance Manager Ben Clark Faculty Management Accountant Blessing James Finance Officer ext 38148 Eve Aulton Finance Assistant ext 36730 Jerry Thorp Finance Assistant ext 33313 Sharman Metcalfe Project Officer ext 31630 Finance email foe-finance@leeds.ac.uk www.environment.leeds.ac.uk

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

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

Funding Form The form should be completed in collaboration with your supervisor. It is important that you agree on budgets, as Finance will use these on your account. 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

SIPR (Sap Intranet Purchasing System) Science Warehouse Purchase Card There are 3 methods available for purchasing goods and services from external companies. The following systems are used; SIPR (Sap Intranet Purchasing System) Science Warehouse Purchase Card These systems all require a short training session, before access is given. Please contact the Faculty Purchasing Office to arrange this; Generic Email Address – purchasingsat1@leeds.ac.uk www.environment.leeds.ac.uk

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. www.environment.leeds.ac.uk

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. Important note: Expense claims are paid on a Friday. The cut off date is Tuesday 5pm for receipt of the approved form, for it to be paid into your bank the following Friday. If a reimbursement is delayed, please contact the Finance office who will look into it. www.environment.leeds.ac.uk

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, by the first Tuesday of the of the month. If you have any queries regarding this please contact your PGR Administration Office. www.environment.leeds.ac.uk