Form 1: Non staff Lecture fee claims: Reimbursement form for individuals or a company, visiting lectures and consultant. click here to access the form

Fees claimed on this invoice are paid under a contract for services and confer no employer status on the East Midlands Healthcare Workforce Deanery.

Form 2: Staff expenses form EXP1 form.  click here to access the form

This a form for Staff expenses such as travel. This covers Program Directors who incur expenses such as travel as PD's are employed by the University. It is not for Trainers and others not employed directly by the University

Form 3: Program Directors Application for funding to attend conferences/courses.

Program Directors only: Click here to see the letter form Kate Miller outlining the process and click here for the claim form. NB proof of payments are required

Claims procedure
 
1.  FEES Claimed by an individual and for out of pocket expenses (complete Form 1)
These are for individuals only and for payments for work done to be paid direct into their personal bank account.
The payments will be made without any deductions and it is up to the recipient to deal with the tax and NI. A paragraph exempting the University of Nottingham from any requirement to deal with tax and Insurance appears on the form.  Any out of pocket expenses - such as travel costs etc where the person has paid money out and is now claiming it back is claimed on the Form 1. These are paid out by cheque and are sent to whatever address is on the claim form so does not matter if it is an Organisation or an individual. You need to attach evidence of expenditure supporting you claim such as rail invoice, taxi invoice etc.

2.  FEES Claimed by a company or practice (no form to complete, just submit the invoice)
 
If the person has done some work for you and they want payment to go to an organisation - ie their surgery, or the office has purchased some equipment, or a room was booked for teaching, or food was provided , then the organisation should just send an invoice detailing what they are invoicing for and giving their details. This will be processed as a normal invoice. No need for any forms. Send the invoice to the VTS office at the City Hospital PGMC and the office will forward to the Deanery.
 
3.  Purchases and services (no form to complete, just submit the invoice)
 
An Invoice should be submitted, detailing what they are invoicing for. Send the invoice to the VTS office at the City Hospital PGMC and the office will forward to the Deanery. No need for any forms.
 
 
5.  Deanery work (such as selection centre, ARCP and any work undertaken for the Deanery rather than the VTS). Contact the Deanery person who is in charge of organising this activity (usually the person who sends you the email) and get them to send a specific     "Form 2 EXP2 -  Non staff expenses"      form that will have the specific account code and project number for the work you have undertaken. Send direct to the Deanery office AND NOT the VTS office
 
If a Program Director or Trainer does additional work for the Deanery such as panels and selection centres, then the Deanery staff usually send out a claim form already coded up together with the project funds the money will be paid from. Contact the Deanery and ask them to send out the relevant form that will have the correct code already added. If a PD incurs costs for Deanery supported courses, then the Deanery will pay the expenses. As the PD's are classed as Staff and therefore on the University Payroll, use the Staff Expense form EXP1 form
 
6.  Program director study leave and expenses form (complete form 2 EXP1 -  Staff expenses form)
 
There is a limit of £250 per financial year which is claimed by the Expenses form by the Deanery. Make sure it sates it is for Program Director related study so that it can be coded correctly. Use Form 2 EXP1 Staff. This is a Deanery expense and NOT a VTS expense. PD's also use this as an expenses claim form.