Expenses

Expenses #

Out-of-pocket expenses #

Out-of-pocket expenses should be reclaimed using Certify. You should submit an expense claim on Certify 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 Certify on Mathison:

https://mathison.turing.ac.uk/Interact/Pages/Content/Document.aspx?id=2169

(This also includes links to Certify’s own user guides and videos)

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:

  1. Complete the Gray Dawes Approval Form on Mathison and save the file.
  2. Use Docusign to request approvals:
    1. Click the “Start” dropdown and select “Send an Envelope”.
    2. Upload the Excel document from step 1.
    3. Untick the box that says “Travel form template”.
    4. Add 4 recipients: yourself, your principal (see the Team reporting structure if unsure), your director, and Expenses.
    5. Request signatures from yourself (applicant) and your principal and director (approvers). Add a new row for a second approver if required.
    6. Sign, submit, and send the document.
  3. Once approved, proceed to book on Gray Dawes.

Related content #