Finance Guide
These guidelines apply only when students intend to use approved SCDTP funds to support expenses directly related to their research or training activities. They are designed to help students understand and manage their responsibilities in line with public funding requirements.
Students should be aware that these guidelines may not apply when using personal funds or alternative funding sources, or when the activity is unrelated to their SCDTP award, such as travel or training undertaken for personal reason or professional benefit.
While these guidelines serve as a reference, students are encouraged to contact the SCDTP for guidance and support if their situation requires flexibility, alternative arrangements, or further clarification before taking any action
Following Guidelines
These guidelines are in place because SCDTP funding is supported by public money, primarily funded through the Economic and Social Research Council (ESRC, UKRI) and ultimately by UK taxpayers.
As recipients of public funding, both students and institutions have a responsibility to ensure that all spending is transparent, appropriate, and accountable. Following these guidelines and procedures helps to ensure compliance with institutional, funder, and audit requirements.
There are
types
of financial support accessible to SCDTP students
‘Funded activity’: This refers to either an SCDTP-organised activity or any activity that has been approved through an additional funding application.
‘SCDTP-organised’ activity: Any training, event or activity hosted by SCDTP and communicated through official email.
‘Approval document‘: A formal additional funding approval sent from SCDTP@soton.ac.uk, signed by the SCDTP Manager and usually has an assigned approval reference number.
‘Approval‘: Either the approval document or an official email confirmation from SCDTP@soton.ac.uk that funding has been approved.
Funding for any training that is not SCDTP-organised, including other training identified through a Development Needs Analysis, will not be automatically funded by SCDTP.
Students must submit a formal additional funding application and obtain approval before incurring any related costs. Expenses incurred without prior approval will not be reimbursed, and any claims submitted for unapproved items will be rejected.
Related links:
Travel
Travel expenses only apply when the travel is directly related to an SCDTP-organised activity or to an approved additional funding application.
Travel arrangements should be from the student’s registered university to the destination. Any alternative arrangements can only be considered where they are clearly more cost-effective or supported by a reasonable justification.
Where multiple transport options are available, the most economical reasonable method should be chosen, unless justified otherwise.
All travel should be based on economy or standard-class fares and must be supported by appropriate quotes, receipts, or booking confirmations. These should be obtained from the university’s authorised travel agent, or from the travel operator’s website if the agent is unable to provide them.
Approved travel should be booked in advance, or as soon as approval is received, whenever possible to take advantage of lower fares and ensure cost-effectiveness.
Travel to SCDTP-organised activity:
The SCDTP will fund the standard cost of travel to attend any training session or cohort development event organised by the DTP that takes place away from the student’s registered university.
Students may claim the cost of a return journey, that is equal to or less than the cost of a journey from their university to the venue.
Travel should be booked in advance, either through the university’s authorised travel agent or paid directly by the student and claimed via the university’s expenses process. All travel must follow the university’s standard financial procedures and be supported by receipts or booking confirmations.
Bus, Coach or Rail
Students are encouraged to use bus, coach, or rail as standard travel when it is a practical and more cost-effective option.
For additional funding applications: travel quotations must clearly indicate the departure and destination station/points, travel dates, and the total cost.
Air Travel
Where applicable, all air travel must receive prior approval before booking or travel takes place.
UK Travel — Air travel within the UK should only be used when it is clearly more practical or cost-effective than alternative modes of transport, such as rail or coach.
Overseas Travel — Air travel for international trips must be approved in advance as part of the additional funding application process. Travel to destinations under a Foreign, Commonwealth & Development Office (FCDO) advisory against travel will not be supported.
For international air travel, costs may include one cabin bag and one checked-in bag, in line with standard airline baggage allowances.
The duration of travel should be arranged to align with the schedule or programme of the intended activity. SCDTP cannot fund additional costs incurred due to extended stays for personal reasons. If a student plans to stay beyond the scheduled programme or activity dates, this must be clearly communicated in the additional funding application, even if the student intends to fund the incurred additional costs themselves.
For additional funding applications: air travel quotations must clearly show the departure and destination airports, departure and arrival dates, and the total cost.
Taxi or Hired Vehicle
Where applicable, all taxi travel must receive prior approval before booking or travel takes place.
Use of taxis or hired vehicle is not an entitlement. Journeys should be made using alternative, more cost-effective modes of transport. Consider buses, coach, or train where possible as they will be better value for money.
However, exceptions may be considered only in cases where it is clearly more cost-effective, particularly when the journey is shared with another SCDTP student or staff member, where public transport is not available, where safety is a concern (e.g. late-night travel), or where a strong justification is provided in relation to the purpose of the journey.
In all cases, taxi travel must be clearly justified in the additional funding application or expense claim.
For hired vehicles: prior approval is required through an additional funding application. The application must include a cost comparison between the total expense of hiring a vehicle (including fuel and related costs) and the cost of standard public or alternative transport options. Students are expected to use standard service levels and choose the most economical option available. Fuel costs will not be reimbursed separately if a mileage claim is submitted. Parking charges, tolls, and other related costs may be funded if deemed reasonable. These expenses should be included in the initial budget proposal and must be supported by valid receipts when claimed.
Own Vehicle
When using a personal vehicle, standard travel expenses are based on mileage, not fuel receipts. Mileage is calculated at the university-approved mileage rate, and only permitted for travel directly related to the funded activity.
Standard reference tool is the AA Route Planner website for determining mileage distance. When calculating mileage for use of a personal vehicle, the distance must be based on the shortest reasonable route between the origin and destination postcodes.
Students must ensure that their vehicle is roadworthy, appropriately insured, and that their insurance policy includes cover for travel related to academic or business purposes.
Parking charges, tolls, and other related costs may be eligible for funding if they are reasonable and supported by valid receipts. These should be included in the budget for additional funding application.
NB – The use of a personal vehicle for travel is generally discouraged if the journeys exceed more than 90 miles, unless there is a clear justification. It should only be considered when it is demonstrably more practical, economical, or necessary than public transport, for example, when carpooling with another SCDTP student or staff member.
Accommodation
Where applicable, all accommodation budget must have prior approval before booking or travel takes place. Accommodation costs may be considered for approved activities where overnight or longer term stays are necessary due to the distance, duration, or timing. All bookings must be reasonable, cost-effective, and aligned with university travel and expense policies.
Where possible, accommodation should be booked through the university’s designated travel provider to ensure compliance with institutional procedures and insurance coverage.
Some overseas accommodation may include service taxes or other mandatory charges during the stay. These costs may be eligible for funding if they are reasonable, clearly itemised in a reference quote, and for expenses claim it should be supported by valid receipts. Such charges should be included in the accommodation budget as part of the additional funding application.
The duration of stay should be arranged to align with the schedule or programme of the intended activity. SCDTP cannot fund extended stays for personal reasons. If a student plans to stay beyond the scheduled programme or activity dates, this must be clearly communicated in the additional funding application, even if the student intends to fund the incurred additional costs themselves.
Any deviations from standard arrangements must be pre-approved and supported by a clear justification in the additional funding application.
Short stay
Accommodation costs may be funded for approved activities where overnight stays are necessary.
Students are expected to book standard, modestly priced hotel or accommodation, such as university halls, or equivalent options that are nearest or within reasonable distance of the venue. Accommodation must not exceed the standard of a 4-star hotel. Costs for luxury or premium accommodation will not be covered.
Rooms should be quoted for single occupancy and exclude additional breakfast costs wherever possible, unless it is bundled into the lowest available standard room rate.
Shared occupancy is permitted if the student is requesting funding for their share of the total room cost and the cost does not exceed that of a comparable single occupancy room without breakfast.
For additional funding applications: accommodation quotations must clearly indicate the name and address, check-in and check-out dates, and the total cost.
Long Stay
Students who require long-term accommodation for SCDTP-funded activities, typically for stays longer than 31 consecutive days, should first consult their university’s authorised travel agent. Depending on the location, the travel agent may be able to assist by offering appropriate options such as apartment rentals, self-catering accommodation, or hostel stays, which may fall outside standard business travel arrangements.
Using the authorised travel agent is the most straightforward and efficient way to arrange accommodation. However, if the agent is unable to assist, students may need to follow a more involved process and requirement to identify and secure suitable long-term accommodation.
If the authorised travel agent is unable to arrange suitable long-term accommodation, students may consider contacting a landlord or estate agent directly. Third-party websites can be used to find contact details and check verified reviews of the accommodation. These platforms can be useful for assessing long-term stay options, even if the booking is not completed through the website itself.
Alternative long term accommodation must also meet local safety standards. For example, in the UK, this would typically include valid landlord insurance, working smoke alarms, and up-to-date gas safety certificates. In other countries, different safety requirements may apply, and students should verify that these are met before committing to the accommodation.
If a suitable but non-standard accommodation option is identified, students are encouraged to ask the authorised travel agent if they can facilitate the booking. Where this is not possible, students should consult their university’s Insurance and Finance teams to ensure that the proposed accommodation meets the necessary requirements and does not compromise the university’s insurance policy.
To help manage the risk of unexpected issues, students should ask whether the accommodation provider can offer an alternative place to stay if the original accommodation becomes unavailable or unsuitable during the visit.
For additional funding applications: Accommodation quotations must clearly state the accommodation’s name and address, check-in and check-out dates, and the total cost of the stay.
If you are preparing a long-term accommodation plan as part of an additional funding application for a stay outside the UK or EU, please ensure your budget is realistic and carefully considered for the entire duration of your time abroad. To help with your planning, we recommend using cost of living comparison tools, such as Numbeo, which can provide a useful overview of typical expenses in your destination country.
Unregulated accommodation providers
Booking accommodation through unregulated platforms or portals, such as Airbnb, Booking.com, or similar services where the company acts as a broker for private individuals letting their properties, is not typically permitted by our partner universities, and therefore discouraged by SCDTP.
This is in accordance with university policy, which states that university insurance does not cover accommodation arranged through unregulated providers, as there is no personal liability coverage in place for such bookings.
Universities have a clear duty of care toward their students and staff. The safety, well-being, and financial and legal risks associated with unregulated accommodation fall within this duty. As a result, risk assessments for travel cannot be signed off by line management where such accommodation is involved, due to the absence of liability insurance coverage.
Students are strongly advised to use their university’s authorised travel agent for accommodation arrangements whenever possible, especially if it is for short term stays.
If this is not feasible, students must ensure that any alternative accommodation provider used for funded travel is appropriately regulated, for example, registered with ABTA, ATOL, or a relevant local authority, and to confirm this prior to making any booking. You need to check that the safety regulations of the country you are visiting are adhered to by the accommodation provider.
In rare exceptional circumstances, some partner universities may allow alternative booking arrangements through aforementioned unregulated platforms providing appropriate insurance is in place. Please contact the SCDTP operations team if you cannot find suitable accommodation options and need to discuss this further.
Participant Payments
Participant payments may be requested as part of SCDTP-funded research activity where engaging individuals is essential to data collection. These payments should be ethically sound, appropriately budgeted, and compliant with institutional and funding policies.
Acceptable Forms of Payment:
All applications must also confirm that participant payment is covered by research ethics approval and that the proposed payment method has been verified with the university’s Finance Office to ensure an appropriate disbursement process is in place.
Acceptable Forms of Payment:
To ensure consistency and fairness, all participant payments should be calculated based on the following guidelines, regardless of payment method:
These rates must be used when estimating total costs in funding applications and should reflect the expected duration and nature of participant involvement.
If using a third-party platform such as Prolific or Qualtrics, any additional costs (e.g. service fees or tax surcharges) must be clearly itemised and justified in the application budget.
For additional funding applications: details should include study title, study start and end dates, number of participants, participant payment rate used, participation time per participant, method of participant payment, and total cost.
Any deviations from standard arrangements must be pre-approved and supported by a clear justification in the additional funding application.
Attendance to other events or training
SCDTP students may apply for additional funding to attend academic conferences, meetings, and seminars that are clearly justified and relevant to their studies. It is advisable that student focuses on vital events where they participate as presenter.
SCDTP students may apply for additional funding to attend external training courses or workshops that are not otherwise offered by the SCDTP or their home institution. To be considered, the training must be clearly justified as relevant and beneficial to the student’s doctoral research.
For additional funding applications, event details should include event title, event start and end dates, venue, event link, event type (online or in-person), itemised budget and total funding requested. For conferences, please include participation type (attendance only, oral, or poster presentation).
Currency Conversion
For expenses incurred in a foreign currency, students must provide accurate currency conversion when submitting funding applications or expense claims.
The conversion should reflect the exchange rate at the time of application preparation or time of purchase or booking.
The standard reference tool for currency conversion is OANDA.
When making an expenses claim: If the actual amount charged in GBP is shown on a bank or card statement, this should be used and submitted as supporting documentation.
Students are encouraged to plan for minor fluctuations in exchange rates when preparing budgets for additional funding applications.
Additional Funding Budget Workbook
To make things easier, we have prepared a workbook to help students plan their budget when applying for additional funding. Use of the workbook is not a requirement for application, but it should be considered a helpful tool to ensure all costs are considered and the application is thoroughly prepared.
