External examiners will receive detailed information regarding fees and expenses in their personal Letter of Appointment
Fees and the costs of travelling or out of pocket expenses, where they are agreed by the University in advance of the expenditure being incurred, can be reclaimed. All travelling and out of pocket expenses must be in line with the University’s Financial Regulations, Policies and Procedures. Information on common areas of spend relating to travel and expenses will be provided by the Faculty, including guidance about the information, original itemised receipts and supporting documents required when making a claim. The relevant administrative team in the Faculty will make sure external examiners have all of the information that they require before expenditure is made.
There are separate claim forms for undergraduate and postgraduate taught programmes. Those externals reviewing work for both undergraduate and postgraduate taught programmes should use the undergraduate claim form.
Undergraduate programmes
Fee
Please complete the Fees and Expenses claim form and return to the Curriculum and Quality Assurance (CQA) Team in the Faculty as soon as you have completed your duties for each set of assessments. Any delay may require the University to re-verify your right to work documentation. This timescale is particularly important at the end of your contract.
Fee payments for undergraduate programmes are processed through the University’s Payroll, and Tax and National Insurance will be deducted if applicable. You will receive a P60 at the end of each tax year and a P45 at the end of your appointment to confirm the Income Tax and National Insurance you have paid. Please keep these for your records.
Expenses
Claims for expenses should be submitted no later than three months after they were incurred using the Fees and Expenses claim form. Any delay may require the University to re-verify your right to work documentation. This timescale is particularly important at the end of your contract.
Please email a signed copy of your claim form with any original receipts to the CQA Team in the Faculty as soon as possible.
To assist you in completing your claim, Travel and Expense guidance is available here.
Payment of fees and expenses will be paid on the last working day of each month through the University’s payroll into your bank account. Following receipt of your fully completed claim form by the CQA Team, the deadline for completed claims to be approved by the Faculty and sent to Payroll are published under Payroll and HR pay timetables. Due to the cut off dates, you may have to wait up to two months before receiving payment.
Postgraduate programmes
Fee
Please complete the Fees and Expenses claim form and return to the Curriculum and Quality Assurance (CQA) Team in the Faculty as soon as you have completed your duties for each set of assessments.
Please note that claims for fees and expenses should not have a payee of a limited company.
Except for cases where income tax deductions are required by HMRC, fees will be paid to you without deduction of Income Tax and National Insurance. You will be responsible for paying any (additional) Income Tax, National Insurance and any interest or penalties due to HMRC.
Expenses
Claims for expenses should be submitted no later than three months after they were incurred using the Fees and Expenses claim form.
Please email a signed copy of your claim form with any original receipts to the CQA Team in the Faculty as soon as possible
To assist you in completing your claim, Travel and Expense guidance is available here.
Payment will be made following receipt into Accounts Payable of a fully completed and approved claim form. Payment runs are completed weekly, and will be processed in order of receipt. Standard Payment terms are 30 days from date of claim.