University Procedures
Students are required to follow their university’s financial policies and procedures when applying for, spending, or claiming SCDTP-approved funding. This includes full compliance with Financial Regulations and Travel & Business Expenses policies throughout both the application process and the use of approved funds.
These guidelines do not apply when students use personal funds, rely on alternative funding sources, or undertake activities unrelated to their SCDTP award—for example, travel or training pursued for personal or broader professional development.
These guidelines are intended as a reference. If students need flexibility, alternative arrangements, or further clarification, they are strongly encouraged to contact the SCDTP for advice before taking any action.
Following University Policies
Following these procedures from the outset—beginning with how budgets are prepared and quotes obtained—reduces the risk of delays, ineligible claims, or rejected expenses. It also ensures that students are covered by insurance and other institutional safeguards where applicable (e.g. during travel).
Failure to comply with these regulations may result in expenses not being reimbursed or approved budgets being withdrawn.
Students can view their university’s finance-related information by selecting their university section below. Most links direct to internal systems and may require university login credentials to access. Students are advised to copy in scdtp@soton.ac.uk in all emails related to additional funding.
University of Brighton
Please refer to the finance documents below and email our UoB colleague, Selina Avis (s.avis@brighton.ac.uk), if need further help with student expenses. Please provide SCDTP approval document where applicable.
For travel and accommodation quotes, please contact the authorised travel agent for UoB, Clarity. Once SCDTP approval for funding is confirmed, forward both the quote and the approval document (for additional funding) to Selina, so she can authorise the booking under the correct budget.
Students will need to obtain a Clarity quote even if they do not book through Clarity as this must be provided with any eventual expense claim on the system to confirm that a cheaper option was not available through the authorised travel agent.
Claims for approved SCDTP-funded activities must be submitted through the University’s expenses system, following the guidance document below.
List of Contacts:
List of related UoB-specific finance document and links:
University of Chichester
Please refer to the Travel and Expenses Policy and email our UoC colleague, Nelly Walsh (n.walsh@chi.ac.uk), if you need help to book travel or/and accommodation or further assistance with your expenses. Please provide SCDTP approval document where applicable.
List of Contacts:
List of related UoC-specific finance document and links:
University of Portsmouth
Please email our UoP colleague, Liz Bishop (liz.bishop@port.ac.uk), if you need further help with your expenses. Please provide SCDTP approval document where applicable.
For travel and accommodation related to approved SCDTP-funded activity through the University of Portsmouth processes, students have two options:
To avoid being out of pocket, students are strongly encouraged to use Reed & Mackay wherever possible.
For other types of approved expenses (e.g. registration fees, training costs, equipment), students have two options:
To minimise personal financial burden, students are advised to use Faculty Finance. To do this, email your faculty finance contact and copy in Liz, providing the full details and attaching your SCDTP approval confirmation.
Important: Allow Time for Approval
Before any bookings or payments can be made, the expense request must pass through the university’s Enhanced Expense Monitoring system. This process ensures compliance and may take time, so please plan accordingly and allow sufficient time between SCDTP approval and the required booking or payment deadline.
To book accommodation and travel through Reed and Mackay for UoP students:
Using the PO Request Form
1. Update the FACULTY field at the top of the form with your faculty name.
2. Enter the DATE ORDERED, then fill in:
– SUPPLIER: Reed & Mackay
– ORDER ORIGINATOR/CONTACT: Your name
3. Complete the Travel Section using the details provided in your Reed & Mackay quote.
List of Contacts:
List of related UoP-specific finance document and links:
University of Southampton
Please refer to the Finance Regulations, Policies and Procedures below, and email us if you need further help with your expenses. Please provide SCDTP approval document where applicable.
For travel and accommodation related to approved SCDTP-funded activity through the University of Southampton processes, students must use the authorised travel agent, Clarity. This can be done either via their website, ClarityGo, or by contacting them directly via email.
To make a booking, students will need a subproject code associated with a designated Budget Holder. Please email the SCDTP team with the relevant details (and the approved funding document where applicable) to request the code. Once verified, students will be provided with the correct subproject code to finalise their booking with Clarity.
It is recommended that students use ClarityGO for convenience when searching for quotes and making bookings. ClarityGO is a cloud-based platform, allowing access from anywhere, and it uses single sign-on, so once set up, no additional passwords are needed. Please note that PGR students do not automatically have “Booker” access. This must be requested once initially, with supervisor approval, by contacting the University’s Purchasing team.
Clarity promises Price Match Guarantee, where they can assist in providing booking arrangements similarly provided from other source (fully-bonded travel retailer or airline/hotel website) that are not listed under their listed options.
For other types of approved expenses (e.g. registration fees, training costs, general purchases), students have two options:
