Faculty Finance Office Introduction What we do

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) • Monitoring School accounts • Financial planning and management www.environment.leeds.ac.uk

2. Who we are • Ann Kenney Faculty Finance Manager • Colleen Palmer School Finance Manager ext 36698 (Earth & Environment) • David Hunt School Finance Manager ext 31639 (ITS & Geography) • Naomi Armstrong Finance Officer ext36760 • Blessing James Finance Officer ext38148 • Eve Aulton Finance Officer ext36730 • Jerry Thorp Finance Assistant ext 33313 • Finance emailfoe-finance@leeds.ac.uk www.environment.leeds.ac.uk

3. Where we are • Faculty of Environment Finance Office • Faculty of Environment • University of Leeds • Lifton Villas • 1 - 3 Lifton Place • Leeds • LS2 9LN www.environment.leeds.ac.uk

4. RTSG (Research Training Support Grant) • PhD students in the Faculty of Environment currently receive a Research Training Support Grant 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

5. 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

6. 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

7. 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. • 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 3rd October would be paid Friday 17th October. If a reimbursement is delayed, please contact the Finance office who will look into it. www.environment.leeds.ac.uk