Expenses Policy for Postgraduate Research Students

Introduction

Purpose

1. As part of the funded PhD programme, Northeastern University London (the University) provides funding to support postgraduate research students to attend conferences, submit papers, undertake relevant training and carry out research. This document details expenses that may be reimbursed and the process for requesting this.

Scope

2. This Policy applies to all PhD students studying on a Northeastern University London studentship. The University assumes no obligation to reimburse expenses claims that are not compliant with this Policy.
3. For the purposes of this Policy, ‘Student’ refers to a postgraduate research student applying for University funding to cover expenses related to research activities.

Resources

4. Enquiries about this Policy and associated process should be directed to the Doctoral School.
5. The process of requesting prior authorisation and claiming reimbursement for expenses is facilitated through the use of the Expense Authorisation Request Form and My Expenses.

Eligible Expenses

6. All expenses must be for research purposes. The University does not fund personal expenses.
7. The University does not fund the costs of other individuals, including partners or family members who accompany Students on research trips.
8. All expenses must be authorised prior to expenditure by way of an expense authorisation request. Any exception to this regulation is made at the discretion of the University.
9. All efforts must be made to ensure that expenses are reasonable and cost effective.
10. All claims for reimbursement must be requested through MyExpenses and supported by relevant itemised receipts.
11. Under this Policy, funding may apply to the following expenses for Students:
    1. Costs associated with primary research, ordering digital copies of primary sources, working in archives and libraries or working with collaborators.
    2. Purchase of books and equipment including essential software, research subscriptions, websites for research dissemination.
    3. Costs associated with transcription and translation of essential research materials.
    4. Image reproduction and copyright for publications.
    5. Fees for professional proofreading for accepted publications and for the submitted thesis.
    6. Essential costs associated with producing materials for research purposes.
    7. Fees for research events such as conferences, symposia, workshops or summer schools, and associated travel, accommodation, and subsistence.
    8. Research training that is not offered by either the University of Kent or Northeastern University London.
    9. Travel to the University of Kent campus to participate in the Graduate Research College Researcher Development Programme.
    10. One visit to one of the Northeastern University campuses.
    11. Travel to and from the University of Kent campuses at Canterbury and/or Medway in order to meet with supervisory team members.

Travel, Accommodation and Subsistence

12. Travel expenses are reimbursed based on the most appropriate means of transport and economical travel rates given for the distance involved.
13. Sustainability should be kept in mind when choosing a method of travel. We ask that sustainable means of travel are used wherever reasonable and available unless there is some exceptional circumstance that prevents this.

Travel by Train

14. If possible, travel should be pre-booked on specific trains each way to obtain advance purchase discounts.
15. Train travel will be standard class (or local equivalent) with exceptions authorised by the University. It is expected that there will rarely be times when an exception is required.
16. Tube fares should be supported by an oyster card statement or contactless card; additional costs incurred by not using one of these payment methods will not be reimbursed.

Travel by Taxi

17. Taxis, including private taxis such as Uber, may be necessary outside of major cities. In major cities, taxis might be justifiable in specific circumstances, such as late at night, tight deadlines, injury, foul weather and/or carrying multiple people or heavy loads. Students must produce a receipt for any journeys by taxi.

Using a Personal Vehicle

18. Mileage is payable at 45p per mile for the first 10,000 miles and then reduces to 25p per mile.
19. Students who are using their own personal vehicles for research trips must ensure that their car insurance covers business use.
20. The University will reimburse reasonable tolls and parking costs incurred on business but will not reimburse fines or penalty charges.
21. Hire cars are permissible if cost-effective. It is important that all add-on costs are included. They may be essential in the US, especially outside major cities. They should always be pre-booked.

Flights

22. If possible, flights should:
    1. be pre-booked well ahead (two months or more);
    2. be non-refundable/non-changeable;
    3. not necessarily be direct/non-stop; and
    4. avoid ultra-peak public holiday times.
23. Low-cost airlines are preferred if flight times and airports served fit the task. The University will not pay for or reimburse the cost of ‘extras’ such as baggage.
24. Class of travel is economy.
25. Air miles may be retained by the traveller but must not influence buying decisions.
26. Insurance for most research travel is covered by Northeastern University’s policy. To be covered, Students must register with the Northeastern Travel Registry. The University does not reimburse individual travel insurance that duplicates cover. Students should check whether they are covered by the University policy before buying their own.

Accommodation While Travelling for Research Purposes

27. Accommodation costs will differ greatly depending on geographic location. In terms of general guidance, the primary concern is that accommodation is booked in a safe area. In terms of cost, the University’s general limit is £120 a night for bed and breakfast, with exceptions authorised in advance by the University.

Subsistence

28. Subsistence may be claimed for the reasonable and necessary cost of a meal, snack, and/or beverages when undertaking travel for an extended research trip that has been approved by the University.
29. The travel must occupy the whole or a substantial part of a working day including the relevant meal breaks. Breakfast is only claimable if the Student has left home before 06.00, and dinner if the Student is still travelling at 20:00. Claims must be supported by relevant receipts. Where a credit card is used it must be the itemised receipt and not just the credit card pay slip.
30. As a general rule, the allowance is capped at £25 per day when travelling over 15 hours. Should food be provided as part of your day, this should be reflected in the amount claimed. When travelling outside the UK, local rates will be taken into consideration in line with Expenses rates for employees travelling outside the UK.
31. Good judgement and restraint are expected. If one person pays the bill for several research students, the claim must include their names.
32. The University will not pay for hotel in-room extras such as mini-bars, films or spas. Room service is normally acceptable and so are non-alcoholic beverages, including a drink complementing an evening meal.
33. Where appropriate, modest tips are allowed. Laundry charges are acceptable if the duration of the trip is one week or longer.
34. Expenditure on personal items such as clothing or toiletries are not allowable expenses.

Requesting Authorisation and Reimbursement for Expenses

Expense Authorisation Requests

35. When Students first become aware of the need to claim an expense, they must seek approval for the expense (prior to expenditure) via the Expense Authorisation Request Form.
36. When filling in the form, Students may request that the University pays for the expense directly. If the request is not granted, students may be asked to pay upfront for the expense.
37. Upon authorisation, Students will receive an authorisation code. This should be kept in a secure location for reference when claiming through MyExpenses.
38. Once the expense has been authorised, any anticipated overseas travel should be registered with the Northeastern Travel Registry.
39. The University may reject an expense authorisation request if:
    1. a significant amount of research funding has already been used by the student;
    2. the resource is already available; or
    3. the expense is not clearly for research purposes.

Expense Reimbursement Claims

40. Students must request reimbursement for expenses through MyExpenses. Students must have received prior authorisation for the expense.
41. Original itemised receipts are required for all expenses and claims. Exceptions to this requirement are made at the discretion of the University. Credit card payment slips are not sufficient.
42. If the missing receipt is for more than £25, a detailed explanation is needed. VAT receipts must include the VAT number of the seller.
43. Expense reimbursement claims must be made within three months of the expense being incurred. Expense reimbursement claims made outside this time frame will be rejected.

Reporting, Monitoring and Reviewing

44. All expense authorisation requests and expense reimbursement claims are recorded and reported to the PhD Programme Management Board on a termly basis.
45. The PhD Programme Management Board reviews the expense reporting data, this Policy and associated processes regularly, and recommends changes to the Executive Committee as needed.

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