Accounts
How to Claim for General Expenses
When applying for a reimbursement of expenditure associated with University business, please complete the appropriate claim form below.
Visitors with UK bank account
Employees
All Students and Visitors without UK bank account
Purchases of goods & services
Senior Research Seminars
Visiting Scholars & Visiting Students
Trust Fund Awards
| Guests with UK bank account |
Please complete the Concur account request for Visitors form and send by email to accounts@divinity.cam.ac.uk Please see this guidance as well. The Faculty of Divinity Finance team works on Tuesdays and Thursdays only. Taking this into account, the Visitor's Concur account will usually be set up withing one working day. Your user account will be set in the following format: gfvisitor.[your_email_address_provided_in_request_form] e.g. gfvisitor.johnsmith@gmail.com (lowercase only). Once the account is set up, login to: https://eu1.concursolutions.com Please see below the Research Seminar Expenses section for reference code of the event you have visited the Faculty of Divinity for. All receipts need to be of good quality and legible. The amounts on receipts and the claim need to match each other, and any differences should be explained. Usual claims will be for travel and subsistence. Please note the limits for accommodation, breakfast, lunch and dinner (as from April 2024) – respectively £130 (B&B), £11, £11, £28. Preferred mode of travel is public transport and claiming mileage should be justified and approved in advance (attach print-screen of map showing relevant postal codes and distance). Air Travel If you are claiming air travel which you booked yourself, please supply a boarding pass and booking confirmation with passenger's name, travel details and cost. |
| Employees |
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| All Students, and Guests without UK bank account |
Please read the guidance for guests and students before preparing and submitting your claim. Always quote a reference (ask the convenor or see below seminars' references) The claims should be sent exclusively by email to accounts@divinity.cam.ac.uk and contain three files only:
The redacted bank statement must show your name, address, bank's name, sort code and account number. Please exclude balances and transactions. All receipts and bank statement need to be of good quality and legible. Receipts are to be saved as one file, in the order they are listed on the claim. The amounts on receipts and the claim need to match each other, and any differences should be explained. Bank details must be provided via this form and verbally verified in person by the Principal Secretary, Senior Accounts Clerk, CIP Administrator or CIP Programme Manager. In case of many receipts (e.g. meals for several days, purchasing several books), please provide their breakdown in a separate spreadsheet and enter the total amount on the form. Attach the spreadsheet with the breakdown to the email with your claim. Usual claims will be for travel and subsistence. Please note the limits for accommodation, breakfast, lunch and dinner (as from April 2024) – respectively £130 (B&B), £11, £11, £28. Preferred mode of travel is public transport and claiming mileage should be justified and approved in advance (attach print-screen of map showing relevant postal codes and distance). Please do not send any hard copy claims or receipts. Air Travel If you are claiming air travel which you booked yourself, please supply a boarding pass and booking confirmation with passenger's name, travel details and cost. Payments in sterling or foreign currencies
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Purchases and Service Contracts
Please contact the Senior Accounts Clerk in advance to discuss procedures to follow if you need to purchase goods or services. This basic procedure presents the steps to follow and required documents. Please note - these must be fulfilled PRIOR to placing an order with a supplier.
University of Cambridge VAT registration number is: GB 823 8476 09.
Research Seminar Expenses
To process claims for Research Seminar expenses we need the appropriate reference (see below)
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Old Testament Seminar: Excel - ref. GFSB.EZZZ
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New Testament Seminar: Excel - ref. GFSA.EZZZ
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Christian Theology Seminar: Excel - ref. GFSE.EZZZ
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History of Christianity Seminar: Excel - ref. GFNF.EZZZ
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The D Society: Excel - ref. GFNE.EZZZ
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Religious Studies Seminar: Excel - ref. GFSC.EZZZ
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Hebrew, Jewish, Early Christian Studies Seminar: Excel - ref. GFSF.EZZZ
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Patristic Seminar: Excel - ref. GFSD.EZZZ
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World Christianities Seminar: Excel - ref. GFSG.EZZZ
- Inter-Faith Seminar: Excel – ref. GFSH.EZZZ
Visiting Scholars / Students Expenses
Initial visitor applications are made via the Faculty Administrator - please see Academic Visitors' webpage for further information. There is a termly charge (Bench Fee) for all visiting scholars/students to the Faculty of Divinity and the Cambridge Interfaith Programme (CIP). You will be informed by the Faculty Administrator before you arrive how much your Bench Fee will be. Details on how to pay these expenses are outlined below:
Payment
Payment for your visit is easy. You can pay by credit/debit card by following the appropriate links below:
Visitors' online payment and forms
- Academics
- Students
If your University is paying the Bench Fee, we can raise an invoice for your university or they can pay via the University Online Store.
Trust Fund Awards
Trust Fund awards - Claiming Expenses
To prepare your claim, follow the relevant guidance for students, employees or visitors (with UK bank account / without UK bank account).
Students – make sure your bank details in CamSIS are up to date.
These are additional requirements for Trust Funds Awards:
Prepare a separate claim for each awarded amount (relevant if an award is for more than one event).
Submit only one claim per each awarded event.
Submit a claim after the awarded event commences (don’t claim for future events even if you have already incurred costs).
Be aware of booking via Key Travel to avoid paying out of pocket months in advance. A course “How to book with Key Travel” is available each month. The Faculty of Divinity’s department code is GF.
State the award reference number in the “claim purpose” field, followed by a detailed description of the awarded event. Required information: date of the event (always in format DD/MM/YYYY), title, place, reason for attending (e.g. [02/02/2026 attending “XYZ” conference in York, UK to present paper], [1-14/03/2026 attending “XYZ” course in Rome, Italy].
Amend the reference number if the award is for more than one event, adding A/B/C at the end of the reference number. E.g. for reference number TF/NOV25-01 and an “award of £250 from the Faculty’s allocation for fieldwork and £500 from the Theological Studies Fund”, claim up to £250 with reference TF/NOV25-01A, and up to £500 with reference TF/NOV25-01B.
Attach the award notification email to your claim as a pdf file.
Make sure the amount claimed doesn’t exceed the amount awarded.
Costs borne for events not attended are not eligible, no matter the circumstances.
Be aware of subsistence and accommodation rates and don’t overclaim.
Alcohol is not eligible for subsistence.
Taxi/Uber travel (apart from short trips to/from train station or airport at night) must be approved in advance by the Faculty Manager; attach such authorisation to your claim as a pdf file.
Provide bills/invoices/booking confirmation with itemised transaction details (items purchased/consumed, travel from/to, with date). Payment terminal slips or bank/card statement are not sufficient evidence of costs.
Provide full flight/accommodation booking confirmation which must show: the number of guests and names, place(s), dates from/to, costs, class (economy/3*), amount paid.
Enter claimed costs in one currency only, but state the original amount and currency in the cost description on the claim form.
In the Concur system – make sure each expense is individually described with relevant details (dates, places, purposes) (e.g. “travel/accommodation/meal/entry tickets” in each line is incorrect, and will be rejected).
If you paid for somebody else, provide details and reason. For claiming the cost of a meal with somebody else, choose expense type “hospitality” and enter the attendees’ names, and the business reason in the “Notes for Approver and coding details” field.
Be aware of:
Expenses policy for non-employees (including students)
