International Health Research Group

PER DIEM ALLOWANCE PAYMENTS FOR VISITING FELLOWS/STUDENTS

 

IMPORTANT NOTE: This document is NOT an official LSTM document and has been put together as a guideline for arranging per diem allowance payments for visiting fellows/students.

If you have any comments related to this document please send them to Paula Waugh, e-mail: pwaugh@liv.ac.uk

 

STEP 1

In the first instance the actual daily 'per diem' allowance should to be agreed by the account holder/committee. 

As soon as the per diem rate has been agreed, then the individual can be contacted with various information related to the visit (step 2), which explains the per diem and reimbursement of travel costs (if applicable).

There are now two options to choose from regarding the daily allowance to be received by the individual.

NOTE: If you expect visits to exceed four months, then it is advisable to check that the allowance received by the individual will not cause problems with the Inland Revenue.  Please send details of the proposed visit to Paula Waugh to check with Einion Holland that the proposal is acceptable within the Inland Revenue’s guidelines for LSTM.

Option 1

DMC agreed (January 2001) on the following individual daily allowance amounts, to ensure that equity is maintained between the allowances given to various individuals.

Level of visitor

Daily rate

Length of visit

Senior grade/middle grade: equivalent to senior lecturer and above

£45/day

Up to four months

RA level: junior, in training

£40/day

Fellowships for less than 2 weeks

RA level: junior, in training

£35/day

Fellowships for 3 to 12 weeks

Student:
e.g. attending MCommH module

£25/day

Fellowships for various modular lengths

Option 2

We are now able to use to use the UK staff dispensation allowance for visiting fellows. This option is useful if the visiting fellow is only here for a short period and the issue of accommodation can cause a problem, the individual would be allowed to use a hotel up to the cost of £60/day, which could be paid directly by invoice to the School.  The individual can then receive a subsistence allowance of up to £23.30/day, this does not have to be receipted.

Always check that the total amount to be received by the individual is available in the account to cover the costs.

 

STEP 2

The following message can be sent to the individual. This explains the amount they have been allocated, the process and rules regarding their allowance.

Dear ***

Please find below details regarding your 'per diem' allowance and travel expenses, for your visit to Liverpool.

1. 'Per diem' allowance

You will receive a daily allowance of £**/day for the duration of your stay in Liverpool.  This payment will be paid in two instalments, cash for approximately 5 days and then the remaining as a cheque. 

Please note you will have to open a UK savings bank account as soon as possible on your arrival in to the UK.

(Obviously if your visit is for less than one month we will request our Finance Office to arrange for you to be able to cash the cheque at Barclays Bank.)

Dates of visit to UK (Liverpool): ***

Total: *** days @ £**/day = £***

(Individuals can only receive a per diem allowance for days actually in the UK.)

2. Reimbursement of travel expenses (if applicable)

You will be reimbursed for the full cost of your travel expenses (****-Liverpool).  Please note that ALL receipts/invoices will have to be submitted with your reimbursement claim. Note that this payment normally takes at least two weeks to process and will be paid as a cheque.

3. Transport

If you are travelling into Manchester airport we can arrange a taxi to collect you, if so we will need to receive a copy of your 'detailed travel itinerary'. If you are travelling to London then you will need to take a train or coach to Liverpool (this cost can be included within your reimbursement claim).  As above (item 2) you will have to keep your receipt for your reimbursement.

4. Documentation to submit

 A copy of a UK non-tax declaration form plus a copy of your UK entry visa and passport details have to be submitted to the LSTM Finance Office before any payments are issued to individuals.  The UK non-tax declaration form will be given to you on your arrival at LSTM.

REMINDER: Please keep ALL receipts/invoices for travel costs.

If you require any further information please do not hesitate to contact me.

Regards,

 

Paula Waugh
International Health Research Group
E-mail: pwaugh@liverpool.ac.uk

 

STEP 3

To arrange the per diem allowance payment through LSTM, the following memo should be submitted to Finance and if possible at least two weeks in advance to ensure that the payments will be processed.

Use the following memo if using Option 1 for daily allowance.

 

INTERNATIONAL HEALTH research group

Memorandum

DATE:         ***

TO:             Finance, LSTM

FROM:        ***

RE:             Visiting fellow - Per diem allowance payment(s)

CC:             Paul Garner, Head of IHRG (for information)
Joanne Arthur, Finance, LSTM (for information if 25 or 37 account)

 

The following is visiting the International Health Research Group:

Name of training fellow:

***

Date of arrival and departure:

***

Brief description of subject area:

To ***
This fellowship is being funded by the ***

 

I would be grateful if you could arrange the following payment(s).

Payable to:

***

TOTAL Amount:

£ ***

Debit account:

** - TSO - **** - most accounts use TSO for this payment

Payment 1 - cash:

£ *** - to be collected from LSTM Finance Office

Date available by:

** - arrival in Liverpool

Payment 2 - cheque:

£*** - to be sent c/o **

Date available by:

Asap after arrival date

Date available by:

*** - arrival in Liverpool

 

This payment is to cover the subsistence allowance of £**/day for the period of the attachment to IHRG.

** days  @  £**/day 

PLEASE NOTE: A signed ‘non-tax declaration’ form and a copy of the relevant UK entry visa will be submitted on his/her arrival in Liverpool.

 

If less than one month the following paragraph could be included:
As he/she will be in the UK for less than one month we would be grateful if you could arrange for the cheque to be “opened” by the University of Liverpool Finance Office, to allow the individual to cash the cheque the same day at Barclays bank.

Thank you.

 

 

Use the following memo if using Option 2 for daily allowance.

 

INTERNATIONAL HEALTH research group

Memorandum

DATE:         ***

TO:             Finance, LSTM

FROM:        ***

RE:             Visiting fellow - Per diem allowance payment(s)

CC:             Paul Garner, Head of IHRG (for information)
Joanne Arthur, Finance, LSTM (for information if 25 or 37 account)

 

The following is visiting the International Health Research Group.

Name of training fellow:

***

Date of arrival and departure:

***

Brief description of subject area:

To ***
This fellowship is being funded by the ***

 

I would be grateful if you could arrange the following payment(s).

Payable to:

***

TOTAL Amount:

£ ***

Debit account:

** - TSO - **** - most accounts use TSO for this payment

Payment 1 – cash:

£ *** - to be collected from LSTM Finance Office

Date available by:

** - arrival in Liverpool

Payment 2 – cheque:

£*** - to be sent c/o **

Date available by:

Asap after arrival date

Date available by:

*** - arrival in Liverpool

 

This payment is to cover the dispensation allowance of £**/day for the period of the attachment to IHRG. This will not cover the cost of accommodation, see below.

** days  @  £**/day 

PLEASE NOTE: A signed ‘non-tax declaration’ form and a copy of the relevant UK entry visa will be submitted on his/her arrival in Liverpool.

The above payments are in line with the School’s dispensation allowance for members of staff, which the Inland Revenue have agreed can be used by visiting fellows. The maximum daily allowance is £23.30/day and no receipts are required for this part of the allowance. 

The cost of the accommodation (up to £65/night) will be paid directly by IHRG on receipt of the invoice from the hotel.  

Accommodation:

£***

Based on ** nights @ £***/night – invoice to be settled by IHRG

 

If less than one month the following paragraph could be included:
As he/she will be in the UK for less than one month we would be grateful if you could arrange for the cheque to be “opened” by the University of Liverpool Finance Office, to allow the individual to cash the cheque the same day at Barclays bank.

Thank you.

STEP 3 (continued)

Once the allowance payment has been requested the individual will have to submit a 'cash request form' (green) when collecting the first per diem payment from the Finance Office.  This form should refer to the memo and state the amount requested as payment 1, the individual and account holder will need to sign the form. A copy of the 'cash request' form is attached.

The signed ‘non-tax declaration’ form and a copy of the relevant UK entry visa/passport should be passed to Finance at this point, to allow Finance to issue the payment to the individual.

STEP 4

The attached 'fees and expenses form' (white) should be submitted for the reimbursement of any travel costs (country of origin to UK).  All receipts and invoices will have to be submitted with this form and payment will then be paid as a cheque.

 

FINAL NOTE: All decisions regarding payments for visiting fellows and students are made and agreed by the Finance Office, with regard to UK financial audit rules and regulations.

 

 

 

Paula Waugh, June 2005 (revised)