Accounts 

On this page are links to documents and links to other web pages related to accounts in the Faculty of Music.

The department code of the faculty is GT.

University of Cambridge VAT registration number is GB 823 8476 09.

Contact to Accounts team: accounts@mus.cam.ac.uk 

General expenses 

The below instructions explain how to apply for reimbursement of expenditure associated with University business. Please familiarise yourself with the rates and rules before your travel. Further information is available from the expenses hub. 

Usual claims will be for travel and subsistence. Please note the University sets subsistence rates which can be viewed here: Subsistence rates | Expenses Hub (cam.ac.uk)   

Preferred mode of travel is second class public transport. When claiming mileage, which should be justified and approved in advance, please attach a screenshot of a map showing the relevant postal codes and distance.

If you are claiming air travel which you booked yourself, please supply copies of a boarding pass and booking confirmation with passenger's name, travel details and cost. 

You will need to provide scanned receipts to evidence your claims; please note that these scans need to be of good quality and legible. These receipts need to show transaction details (e.g. ticket from/to and date, restaurant bill with order’s details and date); the receipt from a payment terminal alone is not sufficient.

Please do not send any hard copy claims nor receipts. Instead, use the electronic submission methods detailed below.

Employees

Employees should use the expenses system SAP Concur - www.expenses.admin.cam.ac.uk/.

Guests with UK bank account

Please read the guidance for visitors with UK bank account, complete the Concur account request for Visitors and send it to accounts@mus.cam.ac.uk.

Guests without UK bank account and all students

Please read the guidance for guests without UK bank account or for students before preparing and submitting your claim. Claims should be sent exclusively by email to accounts@mus.cam.ac.uk and contain three files only: the completed form (xls), receipts (pdf) and redacted bank statement (pdf; it will be used to verify your bank details). Receipts are to be saved as one file, in the order they are listed on the claim. The amounts on receipts and the claim need to match each other, and any differences should be explained on the claim form in the relevant line. In case of submitting many receipts (e.g. meals for several days, purchasing several books), please provide their breakdown in a separate spreadsheet and enter the total amount on the form. Attach the spreadsheet with the breakdown to the email with your claim.

Payments in sterling or foreign currencies

Reimbursements will be paid in sterling by bank transfer, unless another currency is specified. The claimed amount must be expressed as one amount in one currency only. Foreign currencies can be paid into a personal bank account, but please supply your foreign bank details: Bank Name, Bank Address, Account Holders details and IBAN no. /SWIFT code.

Purchases and service contracts

Please contact the Senior Accounts Clerk in advance to discuss procedures to be followed if you need to purchase goods or services. This basic procedure presents the steps to complete, and required documents. Please note - these must be fulfilled PRIOR to placing an order with a supplier.

Senior Research Seminar expenses 

To process claims for Research Seminar expenses we need the appropriate reference (see below). Use standard way of claiming expenses for employees, guests or students, explained above.

• Colloquium - ref. GTFE.LDEP 

• CMS - ref. GTFK.LDEP