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The University of Southampton
NEXUSS - Next Generation Unmanned Systems Science

Claiming Expenses

Guidance for students registered at the University of Southampton

If you are attending a compulsory NEXUSS training course or event, then you should use the NEXUSS cost code: 516236104 to claim any travel or subsistence expenses.

N.B. If you are claiming for something specific to your research i.e. conferences or equipment, this should be claimed against your RTSG account. Please follow the guidance or process in your faculty to claim this expense. Your supervisor will be the budget holder of your RTSG account.

All claims should be made via agresso. Please refer to the Agresso manual to find out how to make a claim online.

If you do not have access to agresso then please complete the Agresso web access form or contact service line.

Nicki Lewin is the budget holder for the NEXUSS account and will automatically receive a notification to approve the claim once submitted on agresso.

Please do not send the claim form until you have checked that all items in the checklist [tab] has been adhered to.

Please send all completed claim forms to:

  • NOCS based students - put in the tray in the OES finance office 166/06
  • Highfield based students - give to your local finance team or send direct to: expenses team, building 37, Highfield campus

Booking travel and accommodation

All travel and accommodation should be booked through Clarity www.go2book.co.uk or via the expenses team. (Please see the ‘Clarity Guide’ under useful downloads for further details). This will avoid you having to pay for travel and accommodation and claiming back at a later date.

If you have any queries:

Please refer to the official university guidance on travel and expenses.

For queries on which cost code to use please email the NEXUSS admin team: nexuss@soton.ac.uk

For queries regarding the claim and process of payment please email the expenses team: expenses@soton.ac.uk

Useful Downloads

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Guidance for visitors and students not registered at the University of Southampton

Please print and complete the expenses claim form and bank form, which can be found under the useful download section.

Please ensure that you read and adhere to the checklist (see 'checklist' tab) to ensure that your claim is processed quickly and in full.

If you are attending a compulsory NEXUSS training course or event, then you should use the NEXUSS cost code: 516236104 to claim any travel or subsistence expenses.

N.B. If you are claiming for something specific to your research i.e. conferences or equipment, this should be claimed against your RTSG account. Please follow the guidance or process at your registered institution to claim this expense.

Please send all completed claim forms to:

NEXUSS CDT, Faculty of Environmental and Life Sciences, University of Southampton, National Oceanography Centre 166/09, Southampton, SO14 3ZH

Please do not forget to:

  • Sign your claim for before sending it
  • Ensure that you have put the reason for travel
  • STAPLE all original receipts (where possible) in the order they appear on the claim form
  • Adhere to the checklist!
  • Ensure that you send both the claim form and the bank form.

If you have any queries:

For queries on which cost code to use please email the NEXUSS admin team: nexuss@soton.ac.uk

For queries regarding the claim and process of payment please email the expenses team: expenses@soton.ac.uk 

Check list and tips to ensure that payment is made in full and as quickly as possible

  • The claim must clearly state in detail the purpose of the trip including the dates and location.
  • For those submitting claims via agresso - once you are ready to submit the claim, change the status from draft to ready, save and print the claim form. Staple all receipts to the claim, in order they appear on the claim form.
  • If you are submitting a paper claim form please ensure that you sign it! Print the claim form and staple all receipts to the claim, in order they appear on the claim form.
  • Submit both the claim form and bank form

Receipts:

  • must be itemised (standalone credit card receipt will not be reimbursed)
  • show proof of payment
  • must be original where ever possible
  • UK daily subsistence for meals are no longer permitted. You must attach all receipts for any meals purchased.
  • To claim daily subsistence when overseas you must attach/include outward and inward flight boarding cards. For travel on Eurostar/Ferries ticket confirming outward and return journeys.

Mileage:

  • Currently 40p for the first 50 miles and 23p thereafter.
  • IMPORTANT – please include a copy of the AA route planner. If mileage to be claimed differs from the mileage on the AA route planner, then differences must be clarified in the description (eg, to avoid town centre at rush hour, diversion due to accident).
  • Always keep your own copies of the claim form and receipts for reference.

Top reasons why claims forms are rejected from finance:

  1. Incorrect budget codes
  2. Reasons for spend; missing or incomplete
  3. Reason for travel missing
  4. Missing receipts – Boarding passes etc
  5. Non-Compliance with E&B – Over 3 months, No signatories
  6. Completion of values – Incorrect subsistence amount, Exchange rates do not add up
  7. Completion of contact details – Address payment information etc
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