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  4. Business Expenses

Business Expenses

 

Payment for Conferences

Payment for Conference place(s) can be made in advance via BACS transfer using the ‘Conference Fees Payment form [XLS 55KB]’ spreadsheet. Read guidelines on the first tab before completing. This is a useful option if the supplier is not on Agresso and you don’t have a team purchasing card. The form is authorised by your team head/budget holder and a scanned copy emailed to accountspayable@qmul.ac.uk.

Requesting payment via this method can take up to 10 working days before the payment is processed; please allow sufficient time to secure your conference place.

Key Travel

  • Use Key Travel to buy train tickets, flights or hotels paying by Purchase Order: How to Buy Business Travel.
  • To arrange your own access to the online portal email bookers@keytravel.com the following information:
    • Title – Dr, Ms, Mrs, Mr, Mx
    • First and last name
    • Contact number
    • Email address
    • Country - UK
    • Organisation - Queen Mary University of London
    • Department – Library (choose this as their list is outdated)
    • User permission – BOOKER
  • Download this online getting started guide for answers on frequently asked questions.
  • The online Key Travel portal makes booking train tickets, flights or hotels a simple quick process - it pulls in the best deals from various providers and all listed hotels are risk assessed to provide assurance they are safe to use.
  • After logging into the portal the first screen displays a link to a PDF explaining how to change or cancel your trip online.
  • Quotes for travel are VAT exempt and Purchase Orders raised in Agresso should use the 'PE' tax code.

 

Insurance

  • Get insurance for work-related business travel (Travel Cert): QM Travel Insurance.
  • Staff travelling to overnight conferences in the UK should complete section 1 of the Low risk travel assessment [DOC 540KB] and share with their line manager. Staff travelling overseas should also complete section 2.
  • Contact the QM Insurance and Reporting Manager for advice on specific insurance queries - Rahima Choudhury - r.choudhury@qmul.ac.uk.

 

Staff expenses

  • Online expenses for staff are submitted using the Agresso finance system - a comprehensive FAQs page published by Finance which includes details of the revised Queen Mary expenses policy and how to submit a claim: Staff Expenses.
  • If you do not have an Agresso account, please contact servicedesk@qmul.ac.uk to request online expenses access, and provide your payroll ID, QM ID and default budget code (ask your team head).
  • Read the 2023 Queen Mary Expenses Policy to ensure planned expenditure is within the guidelines of the policy: QM Expenses Policy.

 

External and student expenses

  • To process expense claims for students or externals please forward the Expense Claim form for Externals & Students [XLS 157KB] pro-forma to the claimant and ask them to complete the front summary page and relevant sub-sheets then return with original hard copy receipts within three months of the purchase date.
  • Ask the budget holder to enter the correct budget code and sign to authorise and email a scanned copy to expenses@qmul.ac.uk.
  • Contact expenses@qmul.ac.uk about any non-payment queries.
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