NOTES OF GUIDANCE RELATING TO THE PAYMENT OF FEES AND EXPENSES TO

EXAMINERS OF HIGHER DEGREES BY RESEARCH

These notes of guidance are based on the University of Sheffield’s Financial Directives.

In all cases the name of the student to whom the claim relates should be quoted and all original receipts attached. Please note that credit card slips are not acceptable as receipts. It may not be possible to pay expenses which are not accompanied by appropriate supporting evidence. It is advisable that you retain photocopies of any receipts and claim form in case the originals are lost in the post.

Research Services has a limited budget to pay fees and expenses to examiners of higher degrees by research. Claim forms and receipts should be returned to Research Services for processing.

To comply with the Financial Directives of the University, you are required to submit this form for reimbursement along with appropriate receipts within three months from the date of expenditure.

GUIDANCE FOR EXTERNAL EXAMINERS

EXTERNAL EXAMINERS are paid a fee (see below) and are entitled to claim for expenses incurred wholly, necessarily and exclusively in the performance of examination duties. A claim form is sent with the thesis, copies can also be downloaded from: https://www.sheffield.ac.uk/rs/code/forms

FEES FOR EXTERNAL EXAMINERS

Doctor of Philosophy (PhD) / £160 / Doctor of Medicine (MD) / £160
Doctor of Engineering (EngD) / £160 / Doctor of Dental Sciences (DDSc) / £160
Research Masters Degree (MPhil, MMus, LLM) / £120 / Doctor of Education (EdD) / £120
Doctor of Clinical Psychology (DClinPsy) / £120 / Doctor of Medical Science (DMedSci) / £120
Doctor of Educational and Child Psychology (DEdCPsy) / £120 / Doctor of Educational Psychology (DEdPsy) / £120
Higher Doctorates: LittD, DSc, DEng, DMus, LLD, DSc Tech, DMet / £230

Travel Expenses: External examiners are asked to travel by Standard Class rail wherever possible (Peak rates are acceptable). However should they choose not to do so, they will only be reimbursed up to the cost of that Peak Standard Class rail fare. If travelling from outside the UK, air travel should be agreed with Research Services in advance of making a reservation. Travel from airports to Sheffield should be by Standard Class rail wherever possible. Motor mileage allowance is 40p per mile and will be paid where travel by car is essential. However the use of a private vehicle would be regarded as exceptional where rail services are available for journeys exceeding 40 miles from Sheffield. The University of Sheffield is actively involved with the ‘Green Initiative’ campaign. A claim may be made of 12p per mile for bicycles and 25p per mile for motorbikes.

Accommodation Expenses: There are a number of hotels conveniently located close to the University. The current weekday rate at these hotels varies, but rooms can be booked for around £75 - £85 per night, including breakfast. Accommodation costing in excess of this should be agreed with Research Services in advance of making a reservation and we reserve the right not to reimburse accommodation costs incurred in excess of £100 per night. Research Services will only pay for the number of nights required to conduct the viva (normally one and a maximum of two). Additional charges (such as mini-bars, newspapers and telephone calls) are not reclaimable.

Subsistence Expenses: Subsistence expenses up to a maximum of £50 (where an evening meal and lunch are required) will be reimbursed if receipts are provided. Reimbursement for the purchase of alcoholic drinks is only permitted where claims are reasonable and taken with a meal, in line with University guidance. We regret that we cannot reimburse claims in respect of discretionary tips. The University reserves the right to decline payment, either in part or in full, of any expense item which is considered to be unreasonable or excessive.

GUIDANCE FOR INTERNAL EXAMINERS

INTERNAL EXAMINERS are not paid a fee but are entitled to claim up to a maximum of £25 should they attend a meal with the external examiner. Original receipts must be provided. Please note that credit card slips are not acceptable as receipts. Meals for additional members of staff (e.g. supervisors, students) cannot be reimbursed by Research Services and must be paid for from departmental funds. Other than in very exceptional cases (e.g. where the viva examination is not taking place in Sheffield), we would not expect to receive any expenses claims from internal examiners relating to travel.

Internal Examiners must claim on the University’s Expenses Claim Form for Staff which can be downloaded from the Finance Department’s website at: http://www.shef.ac.uk/finance/staff-information/fin-forms-az.html#c.

The online myExpenses system cannot be used to reimburse expenses incurred as part of the internal examiner role. Examiners are encouraged to pay and obtain receipts for their expenses and claim them back after the event. In cases where this is not possible then the Department must pay for them in the first instance. A form is available to download from Research Services website for departments to claim such expenses at: http://www.shef.ac.uk/rs/code/forms

INFORMATION FOR BOTH EXTERNAL AND INTERNAL EXAMINERS

INCOME TAX AND NATIONAL INSURANCE

Payment of fees for external examiners for higher degrees by research only and expenses for both external and internal examiners that are incurred wholly, necessarily and exclusively in the performance of examination duties will be paid without deduction of Income Tax or National Insurance.

External examiners claiming for DClinPsy come under different regulations for Tax and National Insurance purposes and, as such, Income Tax but not National Insurance will be deducted from any fees paid. However, expenses claimed that are incurred wholly, necessarily and exclusively in the performance of examination duties will be paid without deduction of Income Tax or National Insurance.

PAYMENTS All fees and expenses will normally be paid directly into your bank account. Payments by cheque cannot be made. Payments can only be made to individuals, not to organisations or institutions, using this form. If your claim is received prior to the cut off date which occurs between the 1st and 2nd week of the month, payment will be made at the end of the same month.

If you have any queries regarding claiming expenses, or mode of travel, please contact a member of the Research Degree Support Team in Research Services – Tel 0114 2221425 or email Completed forms should be returned to Expense Claims, Research Degree Support Team, Research Services, New Spring House, 231 Glossop Road, Sheffield, S10 2GW.

M:R&ISshare/research degree support/front of house/expenses/internal & external claim forms/Examiners Expenses Notes Revised Dec 17