UGT/PGT Expenses claim forms and Fee claim forms can be obtained from the School or alternatively, downloaded here: Expenses Claim Form and Fee Claim form. 

• Payment is paid via a Bank transfer to the bank account details provided to the School Office.  

• Payment of UGT/PGT expenses is normally at the end of the following month of receipt of the claim form. Expenses will only be processed if signed by the Chair of the Board of Examiners.

• Payment of UGT/PGT fees is normally 4-8 weeks after the submission deadline (FAQ 4c). Fees will only be processed if signed by the Chair of the Board of Examiners and the examiner’s report has been received by Academic Affairs.

• The School office will request your Bank details when engaging you as an External Examiner. The information will then be provided to the Salaries office for processing your annual fee and any expenses. 
•  Please note Swift/IBAN details will be taken for those with Non-UK Bank Accounts. 

UGT/PGT expenses claim forms should be submitted no later than eight weeks after the date of expenditure.

UGT/PGT Fee claim forms should be submitted once per year, covering the previous academic year. The form should only be submitted after all Examining has taken place and will not be paid until your Annual Report has been received by Academic Affairs. 

UGT/PGT claim forms and receipts must be sent to the School in the first instance to be signed by the Chair of the Board of Examiners. The School will then email the completed form and receipts to the External Examiners Expenses Department. If your claim form is already signed by the Chair of the Board Examiners, please email it along with receipts to extexamexpenses@qub.ac.uk  

Schools are responsible for adding the UGT/PGT external examiners onto the payroll MS Form. This is incorporated into the ‘Right to Work’ check undertaken by the School at the time of examiner appointment. 

An examiner cannot be paid without a valid payroll number.  

1. Travel (return flights, boat, train, taxis and bus) – £250 for all travel for one external examiner visit. If total travel exceeds £250 a journal voucher will be issued to the School to cover the excess.
2. Expenses will be reimbursed for attendance at an Exam Board only. Expenses will be reimbursed for a maximum of two visits in the first year of UGT/PGT Examiner appointment, and one visit per year thereafter.
3. Hotel – maximum of £100 per night for a maximum of two nights
4. Mileage – 40p per mile for first 100 miles. 25p per mile thereafter
5. Subsistence – up to £15 for Lunch including coffee/tea/soft drinks and up to £25 for dinner including coffee/tea/soft drinks. No alcohol will be reimbursed.

There are three options for booking travel for External Examiners:

1. The External Examiner book flights and hotel themselves. Expenses will then be claimed via the expenses claim form and paid directly to the External Examiner.

2. The flight and hotel is booked on the External Examiners behalf by the School by booking directly with the airline/hotel. This is paid for using the Schools Purchase card or payment method. The details of the expenses are then sent to the External Examiner Expenses and we will journal the School for the expenses.

3. The School books travel and accommodation using the CTM travel system. Details of this process below.

When booking external examiner accommodation and travel through the CTM Booking Tool, we ask that schools use their own project codes, along with the applicable sub-analysis below:

C83ACC – for external examiner accommodation, OR

C83TRA – for external examiner travel (flights, rail etc)

This will allow us to generate monthly expenses reports and journal the covered expenses back to the school’s project code.

Please note that if the above sub-analysis codes are not used, we will not have access to the information required for us to issue a journal voucher and this may cause delays to schools being reimbursed.  

Importantly, the sub-analysis approach will help inform a review this year by the Examinations Office. The review will consider required overall budgets for External Examiner expenses and the levels of central support for individual expenses.

In the event that the School has covered expenses on behalf of the examiner. Those expenses can be claimed back by journal voucher.

The School may send a brief summary, receipts and project code/account number to extexamexpenses@qub.ac.uk  and a journal voucher will be submitted on behalf of the School.

Alternatively, if the School submits a journal voucher directly onto P2P, please ensure that a brief summary for the expenses is included, along with the corresponding receipts.

Please note the following: 

• When claiming back for taxis or other travel, please check with the External Examiner Expenses Office if the £250 travel budget has already been reached. Any travel in excess of this budget will be covered by the School.

• When claiming back for lunch/dinner, please be aware that the amount paid for the examiner only should be claimed. If the lunch is less than £15 or the dinner less than £25, the lesser amount should be claimed and not the full amount of £15 or £25. For example: lunch attended by 5 people including the examiner, lunch bill paid was £45 total. Amount then to be claimed by journal voucher is £45 divided by 5 people = £9

UGT expenses claim forms are provided by the School directly to the examiner or alternatively can be downloaded: Expenses Claim form 

Fee Claim Form UGT/PGT claim forms and receipts must be sent to the School in the first instance to be signed by the Chair of the Board of Examiners. The School will then email the completed form and receipts to extexamexpenses@qub.ac.uk 

• Payment is by Bank transfer to the bank details provided by the External Examiner. 

• Payment of UGT/PGT expenses is normally at the end of the following month of receipt of the claim form. Expenses will only be processed if signed by the Chair of the Board of Examiners.

• Payment of UGT/PGT fees is normally 4-8 weeks after the submission deadline (FAQ 6c). Fees will only be processed if signed by the Chair of the Board of Examiners and the examiner’s report has been received by Academic Affairs.

The School office will send out an NSP2 Personal Details Form to the Examiner to complete.  This information will be forwarded to salries office to process the payment of any fees/ expenses. 

 Any queries regarding payroll, missing cheques, tax and non-UK bank accounts should be directed to the Salaries office.