FAQ - Frequently Asked Questions

1. Visitors - e.g. claiming expenses and bench fees

Q. What can I claim for?
A. Before claiming expenses, please speak to your institutional contact or the Chief Accounts Clerk - Faculty of English who will provide details on what you are able to claim and any limits on your reimbursement.

The current rates for the University of Cambridge, including those for travel, subsistence and accommodation, are laid out in our Non Employee Expenses Policy that your institutional contact will have access to, but the amount agreed may differ due to specific funding restrictions.

Q. Where do I submit my expense claim?
A. Our expenses hub and online expense system Concur is located here: https://www.finance.admin.cam.ac.uk/staff-and-departmental-services/expenses/visitors

Q. Where do I submit my expense claim?
A. Our expenses hub and online expense system Concur is located here: https://www.finance.admin.cam.ac.uk/staff-and-departmental-services/expenses/visitors

UK Bank Holder: The local finance contact, Chief Accounts Clerk - Faculty of English, can set you up with a log-in to provide you with access to SAP Concur so that you can claim online if you are to receive your payment into a GBP-UK bank account. To do this you will need to provide your full name including title, home address and email address. Please make sure you quote any funding reference(s) or code(s) you have been given in your email when contacting Accounts.

Overseas bank accounts: If you are outside of the UK or require an IPO payment please complete the FD1A form found here: FD1A Visitors Expense Form

Please note the request for evidence of your bank details.

Once completed you can return the form to your departmental contact, along with your bank statement and evidence of expenditure.

Please make sure you quote any funding reference(s) or code(s) you have been given in your email and on your claim.

Students: If you are a student of the University of Cambridge then please contact the Chief Accounts Clerk - Faculty of English for details on how to claim via CamSIS.

Q. Why do you need my bank statement?
A. We may ask for a pdf copy of your bank statement with transactions and balances redacted or blanked out. This gives us evidence of your bank details as provided by your bank. If you are a UK resident and wish to be paid into a GBP bank account then the statement should show your name, address, account number, sort code, banking provider and IBAN.

Payment overseas by IPO-International Payment Order, in addition to the above please confirm the currency you wish to be paid in and provide evidence of your BIC/SWIFT and Routing Number, where applicable. A PDF, screenshot or photo of a redacted bank statement or another document provided directly by your bank would be suitable.

Q. How do I pay my bench fee?
A. Payment for bench fees can be made via the University’s online store, or if you require an invoice then contact the Chief Accounts Clerk - Faculty of English.


2. Customers - Are you paying us? E.g. Paying an invoice and purchasing tickets for an event

Q. How do I pay my invoice?
A. Payment details can be found on your invoice.

Online store - Invoices can be paid via the University’s online store.

or

Bank transfer - send a remittance advice clearly showing the amount and the date money is to be paid into our account with any references/invoice numbers to which it relates, preferably by email to Cash Management

• Use the correct references on your payment e.g., invoice number
• Ensure you cover all bank charges

Q. What are the University’s bank details?
A. The University of Cambridge has a GBP, and EUR bank account. Details for the relevant bank account can be found on your invoice or by request from Chief Accounts Clerk - Faculty of English.

Q. What is my payment reference?
A. You should quote your invoice number when making payments to the University of Cambridge by BACS, making sure to include the two-digit code at the start, e.g. GG123456. If you have not been invoiced then please speak with your departmental contact or the finance coordinator (Chief Accounts Clerk - Faculty of English) so that they can arrange one for you.

Q. How do I purchase tickets to an event?
A. Many of the University’s events can be found on the online sales website here: Online Sales, but if you can’t find what you are looking for please contact the department hosting the event.

3. Suppliers - Are we paying you? E.g. Goods, services, purchase orders and invoicing us

Q. Do I need a Purchase Order?
A. We are moving to a “No PO, No Pay” policy for goods and services at the University of Cambridge. This means we won’t process your invoice without a valid purchase order. If you do not have one, then please contact your departmental contact or finance coordinator to arrange this. Purchase orders should be in place prior to any engagement of services. Goods orders should not be made without a purchase order in place.

The purchase order will provide the details of where to send your invoice and guarantees you are set up in our supplier system ready for payment.

Q. What information do I need to provide when becoming a supplier to the University?
A. We will usually ask you to complete the following form prior to setting you up as a supplier so that we can make sure we follow the appropriate internal procedures relevant for your circumstances.

GG English - Provision of Services Form
GH ASNC - Provision of Services Form

For an individual trading or self-employed then you will be asked to provide the following information and documentation:

• UTR – Unique Taxpayer Reference
• VAT registration number
• PDF or photo of a redacted bank statement - this MUST show the bank name, the individual's name, address, sort code and account number as well as IBAN or equivalent
• Signed PDF copy of the AntiMS statement: Supplier Anti Modern Slavery Statement
• PDF quote or draft invoice addressed to the relevant department

For registered businesses and organisations you will be asked to provide the following information and documentation:

• Trading/Company name and address
• Company type
• Company and/or charity registration number
• VAT registration number
• Signed (not typed) PDF copy of the AntiMS statement: Supplier Anti Modern Slavery Statement
• PDF quote or invoice addressed to the relevant department. This should include bank details on a company headed document
• If you are a supplier outside of the UK and are a registered company, then please also provide your registration information from your country's companies house or equivalent

If you are providing a service we will also need to know:
• What are the dates of engagement?
• Is it for a fixed fee or an agreed rate?
• Will you be doing the work alone or do you have employees or a team that will assist you?
• Where will the work take place?
• Do you do similar work for other companies?
• Have you worked with or for the University before, and if so, when?

Q. Where do I send my invoice?
A. PDF invoices should be sent to invoices@admin.cam.ac.uk

Please note that this mailbox is not monitored. Invoices should be attached as separate pdf files so that our invoice automation system can pick them up correctly. To enable invoices to go through smoothly please make sure the department name and address is correct on your invoice and that the full purchase order number is quoted.