Claims and expenses

Stipend payments

If you are on a funded Studentship which includes a monthly allowance (stipend), you will need to complete and return the Bank Details form to the Doctoral Academy. Stipend payments are paid on the first Wednesday of each month. 

Project costs

If you are on a funded Studentship, you may have the option of accessing University funds to spend during your PhD’s funding period. The amount of project costs that you can access should have been included in your financial schedule – please check with your Director of Studies if you’re unsure. Project costs are expected to be used for purchases relevant to your studies and can include conference fees, travel, accommodation or consumables.

You will need budget holder approval before making any purchases. If you’re unsure of who your budget holder is, please check with your Director of Studies. 

You’re responsible for  tracking your own project cost spend. Please complete the PGR annual spend spreadsheet (XLS) for each requested purchase. Please email your completed form, along with the budget holder approval email to pgr.finance@uwe.ac.uk.

Student expenses

The University would always prefer to make any purchases in advance on your behalf, so you are not left out of pocket.However, we know  this isn’t always possible or practical. So, if you need to reclaim any expenses, please complete the student expenses form (XLS). You will need to include your cost centre - please check with your Director of Studies if you're not sure what this is. You will also need to include the details of each purchase/journey on page two. Please make sure you attach each receipt as you may not be able to process your claim without them.

Please email your completed expenses form, any receipts and a copy of your PGR annual spend spreadsheet (XLS) to the PGR Finance team at pgr.finance@uwe.ac.uk.

Expenses are repaid on a weekly basis.

Travel and accommodation

UK travel

If you plan to attend a conference or event in the UK, please complete the application for travel and booking form (XLS).

Please email your completed form, along with the budget holder email approval, to pgr.finance@uwe.ac.uk. If you’re unsure of who your budget holder is, please check with your Director of Studies.

International travel

If you plan to travel internationally, please follow the student international travel process (UWE Bristol staff login required).

Once you have completed step 3 and have your Travel Approval Reference from your College Travel Co-Ordinator, please get in touch with the PGR Finance Team at pgr.finance@uwe.ac.uk.

Goods and services

Please complete the goods and services pre-requisite form (XLS) for any goods or services that wish to purchase. If you are purchasing anything online, please include the relevant URL links on the form. Send your completed pre-requisite form, PGR annual spend spreadsheet (XLS), and budget holder approval email to the PGR Finance team at pgr.finance@uwe.ac.uk to arrange ordering of goods.