EXTRACT FROM TEACHING AND
LEARNING COMMITTEE MINUTES
2 March 2005
05.3 Payment of Fees and Expenses of External Examiners
Mr S Chapman presented the Working Group’s report (TLC/05/6).
The Committee, at its October meeting, had received the annual review of
external examiner reports for 2003/4 from the Pro-Vice-Chancellor (Teaching and
Learning) and had noted some adverse comments had been made about the late
payment of fees and expenses. A Working Group, comprising Heads of Faculty
Administration and a representative from the Finance Department, had been
established to address this issue (min 04.149 refers).
The Committee noted that the Working Group had considered the current
procedures in order to identify the causes of delay in payment and presented for
consideration a University protocol which would ensure prompt payment. In
addition, the Group had considered implications for the procedures of central
departments and had made a number of recommendations for action by them.
i) that the protocol be endorsed (Appendix 3);
ii) that action be undertaken by Staff Development/Faculties (induction
sessions), the Academic Office (External Examiner’s Handbook), and the
Finance Department (Fees and Expenses Claim Form), as indicated in the
iii) that the sentence regarding return of the form to the Salaries and Wages
Office (intended for internal use) be removed from the Fees and Expenses
iv) that Mr Chapman and the Working Group be thanked for their work.
UNIVERSITY OF ULSTER APPENDIX 3
EXTERNAL EXAMINERS FEES AND EXPENSES
PROTOCOL FOR PAYMENT
1 External Examiners are entitled to receive payment for expenses in relation to
their service to the University within a reasonable time period of incurring
2 External Examiners are entitled to receive payment for fees in relation to their
service to the University within a reasonable time period of submitting their
report to the University. Claims for fees and expenses may be made in one or
two stages ie:
? Expenses claimed immediately after travel to the University, with fees
claimed subsequently on submission of the External Examiner’s report
(two claim forms submitted).
? Expenses and fees claimed together on submission of the External
Examiner’s report (one claim form submitted).
3 Claims can only be processed within the University’s timescales if submitted
on a University Claim for Fees, Travel, Subsistence and Accommodation form
(referred to as “claim form” in this document) and all the necessary
information and supporting documentation is provided. This form can be
downloaded from: http://www.ulster.ac.uk/finance/finance_forms.html.
4 Travel, subsistence and accommodation arrangements should be cost
effective and be made efficiently having regard to the circumstances of
5 This document includes general guidance with application across the
University. Faculties should ensure they have local procedures in place that
are consistent with this protocol.
Induction/Provision of Information
6 The letter of appointment to External Examiners will include rates of fees and
details of expenses that will be reimbursed.
7 University induction sessions will include information on procedures relating to
fees and expenses, to cover the following:
? travel and accommodation arrangements – advice on booking;
? availability of claim forms, including relevant web address(es);
? where to send claim forms and supporting documentation (name and
address within the relevant School);
? expected timescale for payment of claims.
8 School Offices will ensure that, in advance of Boards of Examiners, External
Examiners are clear as to whom to send claim forms.
9 The Course/Subject Director (or nominee) will establish in general terms how
the External Examiner wishes to book travel, accommodation etc:
a) If the External Examiner chooses to make their own arrangements (eg
through the web), (s)he should submit a claim for expenses as soon as
possible after their visit to the University.
b) If the External Examiner chooses to make bookings of flights etc through
their institution, his/her institution should invoice the University, sending
the invoice direct to the Finance Department. Incidental expenses such
as car parking or meals should be claimed through the claim form.
c) If the External Examiner chooses to have bookings made by the
University, they should contact the relevant School or Faculty office with
details of their requirements. Incidental expenses such as car parking or
meals should be claimed through the claim form.
Submission and Processing of Claims
10 At June Boards of Examiners, External Examiners should be reminded that
they may submit claims for expenses immediately following the Board and be
encouraged to pass claim forms and receipts to the relevant Course/Subject
Director before they leave the University.
11 Claim forms will be passed by the Course/Subject Director to the School
Office for approval by the Head of School.
12 Claim forms will be forwarded to the relevant Faculty Office for authorisation
by the Dean or his/her nominee (ie Associate Dean or Head of Faculty
Administration). A copy of authorised claim forms should be held in the
13 When the External Examiner’s Report is submitted to the Pro-Vice-Chancellor
(Teaching and Learning), a claim for fees (and expenses if not already
claimed separately) should also be sent to the relevant School/Faculty Office.
14 This form will be processed in the same way as at paragraphs 11 and 12
above, with the Head of School’s approval and Dean/nominee’s authorisation.
15 All claim forms should be submitted as soon as possible after Boards of
Examiners to ensure processing before the end of the financial year (31 July).
External Examiners are required to submit their reports within one month of
the relevant Board of Examiners.
16 Claims will be processed in the Finance Department (Pensions and Payroll
Section) on a weekly basis – ie if fully completed and authorised forms and
supporting receipts are received by 4.00 pm on a Friday, payment will reach
the External Examiner’s bank account by the following Friday.
17 Incomplete claim forms will be returned by Pensions and Payroll to the
originating School/Faculty Office as detailed on the claim form.
18 In the case of collaborative courses with partner institutions, External
Examiners should submit claims for fees and expenses as per the above
procedure. Payments will be reclaimed from partner institutions by the
Finance Department as advised by Faculty Offices – see section 14.6 (e) of
the University’s Guide to Collaboration in the Provision of Programmes of
11 December 2002
02.242 EXTERNAL EXAMINERS’ FEES AND EXPENSES
The Committee received Paper No TLC/02/103 on external examiners’
fees and expenses.
02.243 Level of Fees (Item 1)
The Committee noted that it was not proposed to increase the basic
external examiners’ fees at the present time in view of the current national
review of the external examining system.
02.244 Statement of Fees (Item 2)
The Committee noted that it was necessary to update the statement to
reflect the University’s new framework and the two-tier examining system
for combined Honours courses. Proposed amendments to the statement
of fees included clarifying that the current principles for linked courses
(Cert/Dip) and full-time/part-time versions (postgraduate courses) should
apply to all award levels and that the fee should be related to the credit
point value of modules rather than the number of modules examined.
The Committee noted one particular issue addressed was how to
remunerate external examiners who moderate across a number of
Colleges where the modules are common. Sampling arrangements
should not give them an excessive load, but they might have extra
i) that the maximum fee for examining a Master’s course be ?660
(currently ?650, ?600 in paper);
ii) that it be recommended to Senate that the proposed scale as set
out in Appendix 2 be endorsed and introduced from 2003/4
UNIVERSITY OF ULSTER
ANNUAL FEES FOR EXTERNAL EXAMINERS (TAUGHT COURSES): 2003/4
While all course external examiners have responsibilities in regard to the award for
the course to which they are appointed, they are usually assigned specific module
duties and it is on this basis that the actual fee is calculated for course or
undergraduate subject external examiners.
The fee payable to external examiners should be determined in accordance with the
following scales. The fee is related to the credit value of the modules for which they
approve examination papers/assessment schemes and moderate assessment.
Modules to a value of less than 120 credit points: ?200
Modules to a value of 120 credit points or more: ?400
For each dissertation moderated: ?20 (to a maximum of ?660,
inclusive of the above fee)
Chief External Examiner: ?400
Attendance at Boards of Examiners ?75
for a period beyond 48 hours:
Travel, subsistence and related expenses which have been incurred by External
Examiners are reimbursed as follows for up to two visits in each academic year:
First class rail and boat fares, tourist air fares, public transport fares, taxi fares, only
if no other form of transport is available, or if the time saved as a result is of great
(i) accommodation (payment for bed and breakfast will be made directly to the
hotel by the University);
(ii) claims for out of pocket expenses up to ?25 for each 24-hour period of
required attendance. Such claims should be made on the claim form and
should be supported by receipts.