Southampton Finance Forms: A Guide

Navigating the financial processes at the University of Southampton requires familiarity with a range of forms. These forms are essential for managing expenses, receiving payments, and adhering to university financial regulations. This guide provides an overview of some of the key forms you'll encounter.

Expense Claims

Perhaps the most commonly used forms are those related to expense claims. Employees and sometimes students, are required to complete these to reclaim eligible expenses incurred while undertaking university business. This includes travel, accommodation, subsistence (meals), and other legitimate expenses. The specific form to use often depends on the funding source and the nature of the expense. Ensure you retain all original receipts, as these are crucial supporting documentation. The form typically requires details such as the date, purpose of the expense, vendor, and amount. You'll also need to specify the cost code or project code against which the expense should be charged. Scanned copies of receipts are often acceptable, but physical copies may be required in some instances. Familiarize yourself with the university's expense policy to ensure your claims adhere to the guidelines and prevent delays in processing.

Purchase Requisitions

Before making purchases on behalf of the university, a purchase requisition form is often required. This form allows you to request approval to buy goods or services. It includes details about the supplier, the items or services needed, the quantity, the estimated cost, and the relevant budget code. Completing a purchase requisition ensures that the purchase aligns with budgetary constraints and procurement policies. It also provides an audit trail for university spending. Larger purchases might require additional approvals depending on the university's financial thresholds.

Payment Request Forms

If you need to request payment to a supplier or an individual who isn't an employee, a payment request form is typically used. This could be for consultancy services, speaker fees, or other ad-hoc payments. The form needs to include the supplier's details, the amount to be paid, a description of the services or goods provided, and the relevant invoice number. Correct supplier banking details are essential for accurate payment. Again, the correct cost code needs to be indicated.

Finance Forms for Students

Students may need to complete finance forms for various reasons, such as claiming travel expenses for fieldwork, applying for hardship funds, or providing bank details for scholarships and bursaries. These forms are often available through the student portal or the Student Services department. Always check the specific requirements and deadlines for each form.

Accessing and Submitting Forms

Most finance forms can be found on the University of Southampton's intranet or finance department website. They are often available as downloadable PDFs or online forms. Submitting the completed form usually involves sending it electronically to the finance department or your designated finance contact within your faculty or department. Always keep a copy of the completed form and any supporting documentation for your records.

Seeking Assistance

Navigating finance forms can be complex. If you are unsure about which form to use or how to complete it, don't hesitate to contact your faculty finance team or the central finance department. They can provide guidance and ensure your financial processes are handled correctly.