Expenses claim form

Expenses claim form

Royal College of Physicians and Surgeons of Glasgow
Date of claim

YearMonthDay
4 digit year, 2 digit month, 2 digit day
YEARMONTH
OneDrive Folder URL
Before starting your expenses claim, please ensure you have all required documentation and information available. You can confirm what information you will need below, or begin your claim by selecting "Start Claim" at the bottom of the page.
- Exams and Education Events: Please be aware that the new expense system only permits you to claim costs for one exam or event per claim. You will have the opportunity to submit a new claim after the processing of the first one is complete.
  
  In need of help: If you need assistance with claiming your expenses from the Royal College of Physicians and Surgeons of Glasgow, please refer to our user guide, where you will find all the necessary information.
- Personal details: Please ensure you provide accurate and up-to-date contact information so we can reach you if clarification is required or if any information is missing.
  
  Proof of payment: Please ensure you have the necessary supporting documentation, such as tickets, receipts, or invoices. These should be scanned or photographed and uploaded with your claim.
  
  Miles calculation: When submitting expenses for a car journey, please have the accurate total mileage available. You can calculate this accurately using a distance calculator such as Distance.to, Google Maps or Apple Maps.
  
  Bank details: If this is your first expense claim with the College, please ensure you have your bank details to hand so that we can add you to our payment system.

Personal information
Full name:

First nameLast name
Email:
example@example.com
Phone number:
Provide country code for non UK-numbers
VN-BC-EMAIL
Vendor Number:

Expenses information
Tick your expense type(s):
Categories
- Before you proceed, please use this converter to ensure all your payments are in GBP(£) before uploading them on your expenses claim:

Driving expenses
Mileage (fuel)*:

You can claim expenses for your fuel by informing us of the mileage you have driven. Please specify the total number of miles covered. You can calculate this accurately using a distance calculator such as Distance.to, Google Maps or Apple Maps.
Mileage:
Parking, tolls and other driving related payments:
For each of the expenses listed above, please provide VAT receipts, card receipts, invoices, or any other documentation that can serve as proof of payment.

Cancelof
Proof of payment allows our team to process your request as quickly as possible. Please be aware that if no proof of payment is provided, the approver may need to follow up with you for further information. Thank you for your understanding.
Total miles:
Other:
VAT (Parking tickets):
Total driving expenses (£)
INFO DRIVING
INFO MILEAGE
TOTAL MILEAGE
DRIVING EXPENSES

Public transport expenses
Transport payments:
For each of the expenses listed above, please provide VAT receipts, card receipts, invoices, or any other documentation that can serve as proof of payment.

Cancelof
Proof of payment helps our team process your request as quickly as possible. If no proof of payment is provided, the approver may need to follow up with you for further information. Thank you for your understanding.
Total transport expenses (£)
INFO TRANSPORTS
TOTAL TRANSPORTS

Flights expenses
Flights payments:
For each of the expenses listed above, please provide VAT receipts, card receipts, invoices, or any other documentation that can serve as proof of payment.

Cancelof
Total flights expenses (£)
INFO FLIGHTS
TOTAL FLIGHTS

Taxi expenses
Taxi payments:
For each of the expenses listed above, please provide VAT receipts, card receipts, invoices, or any other documentation that can serve as proof of payment.

Cancelof
Proof of payment helps our team process your request as quickly as possible. If no proof of payment is provided, the approver may need to follow up with you for further information. Thank you for your understanding.
VAT:
Total taxi expenses (£)
INFO TAXI
TOTAL TAXI

Subsistence expenses
Please note that alcoholic beverages are not eligible for reimbursement. Please ensure that these are deducted from the total amount of any submitted payment, even if they appear on the receipt.
Food and drinks' payments:
For each of the expenses listed above, please provide VAT receipts, card receipts, invoices, or any other documentation that can serve as proof of payment.

Cancelof
Proof of payment helps our team process your request as quickly as possible. If no proof of payment is provided, the approver may need to follow up with you for further information. Thank you for your understanding.
VAT:
Total
INFO FOOD & DRINKS
TOTAL FOOD & DRINKS

Accommodation expenses
Accommodation payments:
For each of the expenses listed above, please provide VAT receipts, card receipts, invoices, or any other documentation that can serve as proof of payment.

Cancelof
VAT:
Total accommodation (£)
INFO ACCOMODATION
TOTAL ACCOMODATION

Equipment expenses
Office equipment expenses:
For each of the expenses listed above, please provide VAT receipts, card receipts, invoices, or any other documentation that can serve as proof of payment.

Cancelof
VAT:
Total equipment expenses(£)
INFO EQUIPMENT
TOTAL EQUIPMENT

All other expenses
Miscellaneous expenses:
For each of the expenses listed above, please provide VAT receipts, card receipts, invoices, or any other documentation that can serve as proof of payment.

Cancelof
VAT:
Total other expenses(£)
INFO MISC
TOTAL MISC

Expenses summary
🚗 Driving related expenses: £{TotDriving}
🚋 Public transports expenses: £{TotTransports}
🛬 Flying expenses: £{TotFlights}
🚕Taxi expenses: £{TotTaxi}
🍕 Food and drinks expenses: £{TotSubstinance}
🛌 Accomodation expenses: £{TotalAccomodation}
💻 Office & equipment expenses: £{totalEquipment}
📃 Miscellaneous expenses: £{TotOtherExpenses}
Total Claim (£)
Expenses with no proof

Expense approval information
Choose the type of expense to find the approver for this claim:
ERROR: It seems that you are not an internal staff member of the Royal College of Physicians and Surgeons of Glasgow, or you may not be using a college email. Please select an alternative method for approval, or you will not be able to submit this claim.
Exam related expenses: If your expenses are related to a specific exam, such as expenses for examiners, select the type of exam. Your claim will be forwarded to the related coordinator for approval.
Events related expenses: If your expenses are related to an educational event such as courses, conferences, training, or exam preparations, select the name of the event coordinator related to your claim for approval.
Other expenses: Please select an option from the list provided if you are submitting an expense claim for reasons that are NOT associated with examinations, courses, or other educational activities.
Staff expenses: If you are a member of the College's internal staff, you can select the name of your line manager or another manager who has the authority to approve expenses.
Approver:
Exam:
Event Coordinator:
Type:
Line Manager:
Approver Email:
Exam/Event starting date:

DayMonthYear
2 digit day, 2 digit month, 4 digit yearDate
ERROR: It appears that you have selected yourself as the approver. You cannot approve your own expenses. Please choose an alternative method of approval, or you will be unable to submit this claim.
Location:
Notes for the approver:
Write a brief message for the approver summarising the nature of this claim.

Financial coding

For Royal College of Physicians and Surgeons of Glasgow internal staff only
Please note that these codes are for internal employees only. If you are not familiar with them, please leave these fields blank, and they will be completed by your selected approver.
Faculty
Cost centre
Product code
Partner / Intercollegiate code
Event type
Diet code N.

Payment Details
Have you claimed an expense with the Royal College of Physicians and Surgeons of Glasgow before? (Including expenses created with Zetadocs)
As you are already registered in our expense system, once approved, we will reimburse the amount to the bank account you have previously provided. If you need to update your payment details, please contact our finance team at finance@rcpsg.ac.uk.
Where is your bank account based?
Sort code
Account number
IBAN/International account N.
SWIFT/BIC
Please insert here your address:

Street Address

Street Address Line 2

CityState / Province

Postal / Zip CodeCountry
Should be Empty:

Expenses claim form

Personal information

Expenses information

Before you proceed, please use this converter to ensure all your payments are in GBP(£) before uploading them on your expenses claim:

Driving expenses

Mileage (fuel)*:

Public transport expenses

Flights expenses

Taxi expenses

Subsistence expenses

Accommodation expenses

Equipment expenses

All other expenses

Expenses summary

Expense approval information

Financial coding

Payment Details