All expense claims submitted without an authorising signature will be rejected.
If the claimant’s signature is located incorrectly on the form, the claim will be processed providing all the following conditions are met:
- Receipts are provided.
- If the claimant is not a member of the University and not resident in Oxford at the time of the claim, documentation, signed by the claimant, must be attached that clearly ties the individual to the claim being made. This includes: name, address and payment details corresponding with those on the Expenses Claim Form.
- If the claim relates to a member of the University working overseas for a continuous period of more than one month, the claimant must provide a written declaration reference to the particular claim which contains the wording:
“I can confirm that the claim for reimbursement of [state amount in £] whilst on University business for the period of (date range) is in respect to genuine business expenses, incurred wholly, exclusively and necessarily on behalf of the University.”
- All other conditions for honouring a claim, as specified in the Authorisation of Expense Claims above, are met.
These arrangements are in place only to deal with exceptions and not frequent occurrences. Expense claims may be refused if these provisions are being abused.