1. 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

2. 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

3. Where we are Faculty of Environment Level 9, Staff Centre
University of Leeds
Leeds
LS2 9JT

4. 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.

5. 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.

6. 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 Address –

7. 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.

8. 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 ( 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.

9. 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.