Expenses #
Out-of-pocket expenses #
Out-of-pocket expenses should be reclaimed using ERPx. You should submit an expense claim for expenses incurred within a given month as soon as possible, and no later than 60 days after the expense is incurred (except for visa costs, which can be claimed up to a year after starting employment).
In the first instance, look at the information provided by the Finance team about how to use ERPx on Mathison:
- https://mathison.turing.ac.uk/page/3518
- https://mathison.turing.ac.uk/Interact/Pages/Content/Document.aspx?id=2169
You can also find a spreadsheet mapping old to new project codes here.
Booking Travel and Accommodation #
Gray Dawes is the Institute’s pre-paid travel and accommodation booking system, allowing staff to book without incurring personal costs.
⚠️ Important: Staff are not automatically added to Gray Dawes. If you need to make a booking, please email the Finance Team to request an account. It can take 5-7 working days for your account to set up, so make sure you do this in advance.
Detailed instructions for making a booking can be found on Mathison. The most straight forward way to do this is as follows:
- Complete the ‘Travel request’ form on ERPx. This can be found under Expenses > Travel Request and “Send for approval”.
- This will be sent to the budget holder and should appear under ‘In progress’ on your expenses page.
- Ping your budget holder to approve the request, as they will not be notified.
- Once approved, your request will appear under ‘approved’. You will not receive an email about this so keep checking.
- Once approved, proceed to book travel and accommodation on Gray Dawes.