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