General Finance Queries:
Please send all requests/queries to ‘fhms-finances@surrey.ac.uk’
where your request will be picked up by one of the team and actioned.

Consultancy (Other Services Rendered):
Please contact Jean Alcott or Alison Sawyer in the first instance

Research:

pFACT (Project Financial, Accounting and Costing Tool) is the software used by the University to calculate the Full Economic Cost (fEC) and submission price of any given project. It is a commercial package used by a number of universities within the UK and was introduced into the University of Surrey in August 2010.

Project proposal finances are put together in pFACT by a RAS  pre-award officer (Currently Chris Mills Ext No. 9648) alongside the applicant. Once completed approval is sought electronically through the system from the head of department (s) involved in the project and faculty finance.

You will also need to complete a Peer Review form whilst RAS are completing the pFACT costs. 

Reimbursement of Staff Expenses
Foreign Currencies
Reimbursement of Expenses for Visitors and Postgraduate Students
University Purchase Order System / Preferred Suppliers
FHMS Faculty Stores
Petty Cash
IT Related Purchases
PGR Bursary Payments
Library Photocopying

REIMBURSEMENT OF STAFF EXPENSES
Reimbursement of staff expenses incurred on behalf of the University (conference, travel etc) should be recovered by completing the online staff expense claim form and a screen print of the completed form and original receipts should be sent to the Finance Office. Photocopies or credit card receipts are not acceptable.
It should be noted that the purchase of items of minor equipment, etc. should be made via the University purchase order system and not by way of an expense claim form

Link to Staff Expenses Claim Form  This page will require a staff log in

Foreign Expenses
Where expenses are incurred in foreign currencies, the reimbursement will be made in £ sterling. The rate of exchange must be indicated on the claim form and should be the rate actually applied on the relevant conversion as evidenced by a bank receipt or credit card statement attached to the claim. Where this is not available then evidence of the exchange rate obtained must be provided from an external source. The bank’s commission can be claimed as a separate expense.

REIMBURSEMENT OF EXPENSES FOR VISITORS AND POSTGRADUATE STUDENTS
Postgraduate students should complete a grey AP-004 Student Expense Form and Visitors should complete a grey AP-005 Visitor Expense Form. Copies of these forms are available from the finance office or on line.
All claims must be supported by original receipts. Photocopies or credit card receipts are not acceptable. The project number must be quoted on the form. The declaration on the expenses claim form must be signed and dated by the claimant and MUST also be signed and dated by the student’s supervisor. The form should be returned to the Finance Office. Any forms which do not contain the supervisor’s authorisation will be returned to the claimant without being processed.

UNIVERSITY PURCHASE ORDER SYSTEM / PREFERRED SUPPLIERS
All requisitions for staff and students are now ordered within divisions. There is a list of Preferred Suppliers available on line via the Procurement and Payments web page. Orders to Surrey Design and Print and the University Bookshop should also be raised in this way.
Finding a Supplier

FHMS FACULTY STORES (18 AZ 03)
Hold various lines of stationery, consumable items and some chemicals

PETTY CASH
Petty cash can be obtained from Margaret. This is meant for small amounts (under £30) and is for Departmental spend only. Any personal expenditure should be claimed using an Expense form.

IT RELATED PURCHASES
All IT related purchasing should be sent to usersupport@surrey.ac.uk

PGR STUDENTS BURSARY PAYMENTS

Please provide Alison/Stella/Janice student urn number, bank details (name of bank, sort code and account number) so that payments can be set up. Payments are usually made 1st October, 1st January, 1st April and 1st July and the money should be paid into your bank account on the Wednesday prior to the 1st. (if the 1st falls on a Wednesday the payment will be made on Wednesday 1st). It is not possible to set up the payments without a student urn number and this number is issued by Registry once registration has been completed. Once your details have been submitted to the finance office it will take 10-17 days for the money to be in the bank account.

LIBRARY PHOTOCOPYING
Students can either pay cash directly into the Library Photocopiers or they can buy photocopy credits pre-loaded onto their campus cards. It is also possible for photocopier credits to be loaded onto your campus card and the cost deducted from your project code. Please email fhms-finance@surrey.ac.uk stating students’ name, amount of credits desired and project code. The finance team will email the Library to authorise the transaction. The student can then take their campus card to Colin Smith in the Library to have their card loaded.