You may claim for expenses you incur during the year and prior to submission of your report form. Fees for examining duties will only be paid once we receive your completed External Examiner's report form.
How to claim
You should use one of the following forms to claim your expenses:
Your claims form should be submitted at the same time as your completed External Examiners' report form. Claims should include details of the date and purpose of any visit(s).
The claim form should be sent to your School Administrative Contact at the University of Birmingham, Edgbaston, Birmingham, B15 2TT. If you don't know the name of your School Administrative Contact you can find out by emailing externalexaminers@contacts.bham.ac.uk.
How we pay you
Expenses are normally paid directly into personal bank accounts, details of which should be provided on your claims form. We will only pay you once we have received your report.
Payment not received
If you do not receive payment within 4 weeks making a claim, please contact your School Administrative Contact in the first instance.
If the problem is still unresolved, you can contact the Academic Quality Unit at externalexaminers@contacts.bham.ac.uk.
Expenses you can claim
Travel expenses
Travel expenses may be claimed against receipted expenditure as follows:
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Examiners may claim actual expenditure on standard rail fares or other public transport, from their home to the University. There is a frequent, direct, train service from Birmingham New Street Railway Station to the University.
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Examiners travelling from outside the United Kingdom to undertake external examining at the University may claim the cost of economy air travel. Any Examiner wishing to travel by air within the UK is asked first to contact the Head of School for the School/ Department to which they have been appointed as External Examiner to agree this expense in advance of any visit.
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Claims for car usage will be met at the discretion of the School concerned and will normally only be permitted where public transport is unavailable or impractical, or where the mileage claim is cheaper than the cost of making the journey by public transport. Mileage in these circumstances will be paid at the rate of 40p per mile.
Subsistence costs
Subsistence costs, reasonably incurred in travelling to and attending the University, may be claimed up to the following limits:
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Breakfast - £6.00
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Lunch - £8.00
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Dinner - £15.00
Overnight stays
Wherever possible, visits will be arranged at a time to enable examiners travelling within the UK to make the return journey in one day. In most instances where an overnight stay is required, hotel accommodation will be arranged by the School, and the costs will be paid directly by the School. However, where this is not possible, an overnight allowance of up to £100.00 will be payable against receipted expenditure to include all meals. This allowance includes the subsistence allowance above. External Examiners are advised to contact the School prior to arranging their own accommodation.
Other expenses
The procedures outlined here are intended as a guide only, External Examiners are asked to negotiate expenditure levels beyond those indicated with the School concerned.