Supporting documentation required for SPF expenditure
| Type of expenditure | Process and supporting documentation required |
|---|---|
| Medical equipment | - Purchases first need to go to MEC, and we must have evidence of approval - Purchases must be made through PECOS |
| Research project costs | - Purchases must be made through PECOS or UCL equivalent - If invoice is coming from UCL, supporting documentation will required, e.g., spreadsheet of consumables purchased |
| IT equipment and devices | - Any IT equipment must go through trust IT |
| Away days/team building | - Agenda and number of people; check guidance for allowances per head; must have educational element -VAT receipt/invoice |
| Guest hospitality | - Must be connected to bona fide visits for meetings or seminars; relates to people not employed by trust - Agenda or email or invite/thank you to guest(s) must be provided - Number of people attending - VAT receipt; service charge only included if automatically added to the bill, additional gratuities not covered - Check guidance for allowances per head |
| Software subscriptions | - If you are claiming for a departmental software purchase or app, you must provide evidence that you have approval from trust IT - Must go through IT and PECOS |
| Conferences/short course (CPD) fees | - Proof of registration or certificate of attendance - VAT receipt or invoice |
| Hotel and accommodation | - VAT receipt or invoice; dates must align with conference dates; guests/family are not covered - Evidence of conference or out of town meeting. Can be any of the following: email invite, registration, certificate of attendance - If over £150/night, evidence of three nearest hotels being in the same price range must be provided |
| Meal allowances when travelling to courses/conferences | - VAT receipts - Alcohol is not covered; guests/family are not covered - Check guidance for daily allowances - Service charge only included if automatically added to the bill |
| Public transport and other travel costs | - Journey history or ticket/itinerary showing origin and destination must be provided (for example TFL journey history, Southern Railway ticket) - VAT receipt - No weekly, monthly, annual passes are accepted; taxis within UK are not reimbursed |
| Mileage | - Postcode of origin and destination provided |
| Building work/refurbishment | - Please contact estates - Estates will then invoice us for the work, referencing fund number |
| Staff/rest space furnishing | - Items must be purchased through PECOS |
