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Failure to comply with these regulations may result in expenses not being reimbursed or approved budgets being withdrawn.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.
For any additional budget approvals, SCDTP students at the University of Chichester should expect an average turnaround time of up to two weeks for travel bookings and expense claims. If you have not received an update after two weeks, please follow up directly with the Nelly (or the relevant university finance team) to check on progress.
List of Contacts:
List of related UoC-specific finance document and links:
University of Portsmouth
Please email our UoP colleague, Kath (uop-scdtp@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:
- Gather quotes through Reed & Mackay (University’s authorised travel provider) – T&E website. Once you have this quote, please follow the Buying Team process – found here – Finance – Placing Orders.
- This will include submitting a Purchase Requisition Form (MS Form), ensuring that you upload a copy of your approval of funds to prove authorisation of funds. This process ensures that you are not out of pocket.
- via the Student Reimbursements – Hornbill service. Students must use this online Hornbill Form for all approved expenses claims, associated with your studies. This will enable to you submit your receipts, claims, travel expenses etc directly with finance colleagues.
- Please note that the average timeframe for reimbursement is 30 days.
For other types of approved expenses (e.g. registration fees, training costs, equipment), students have two options:
- Submit a Purchase Requisition Form (MS Form), ensuring that you upload a copy of your approval of funds to prove authorisation of funds. Buying Team process – found here – Finance – Placing Orders. This ensures process ensures that you are not out of pocket.
- via the Student Reimbursements – Hornbill service. Students must use this online Hornbill Form for all approved expenses claims, associated with your studies. This will enable to you submit your receipts, claims, travel expenses etc directly with finance colleagues.
- Please note that the average timeframe for reimbursement is 30 days.
Overseas Risk Assessment and Insurance information
Before any international travel takes place, you must complete an Overseas Risk Assessment. Please see Student overseas travel process for up to date, step-by-step guidance on international travel.
Flights and accommodation should not be booked until these have been completed, signed and sent to both goabroad@port.ac.uk (and mobility-sah@port.ac.uk for Science & Health Students) with the approval form.
In addition, you will be required to download the Helix (Travel Oracle) app, including details of your trip/itinerary before you travel. Without completing this process, you will not be covered by the Universities Insurance policy, and will therefore be unable to travel.
Students who are approved to travel by the University will be covered by the University’s insurance policy, with no additional cost to the student.
List of Contacts:
List of related UoP-specific finance document and links:
For any general enquiries that are not covered above, please contact the Finance Helpdesk team who will be able to advise on the best process to follow for your purchase/claim.
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:
