Claiming fees and expenses

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

Those examining undergraduate programmes do not need to claim their fees. The submission of their final report each year will act as a trigger for payment of the annual fee.

Those who only examine Postgraduate programmes (or have separate fees for undergraduate and postgraduate programmes) should submit their claim for fees at the same time as their postgraduate External Examiners' report form is submitted each year. 

Expense claims should include details of the date and purpose of any visit(s).:

Claim forms 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

Fees and expenses are normally paid directly into personal bank accounts, details of which should be provided on your claim form. We will only pay your fees once we have received your report.

Payment not received

If you do not receive payment within 4 weeks of making a claim, please contact your School Administrative Contact in the first instance.
If the problem is still unresolved, you can contact the Registry (Policy) at externalexaminers@contacts.bham.ac.uk.

Expenses you can claim

Travel expenses

Travel expenses may be claimed against receipted expenditure as follows:

  • 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.
  • 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.
  • 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:

  • Breakfast - £6.00
  • Lunch - £8.00
  • 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.