We manage funds donated for a restricted or specific purpose, known as Special Purpose Funds (SPFs). Each fund has its own unique purpose, and the charity has a responsibility to ensure donated funds are spent in accordance with donor wishes and in a timely manner. Barts Charity is unable to provide individuals with details of which fund to use; this information must be obtained by the claimant or department directly.
The SPF expense claim scheme enables access to these funds for a range of eligible expenses. Funding can be provided either as a reimbursement to the claimant (i.e. the claimant pays for the item and submits a claim for reimbursement to the charity) or as a direct invoice payment to the supplier.
Any item in line with the fund purpose may be eligible for funding through the SPF expense claim scheme.
Please note that Barts Charity no longer provides detailed guideline explanations or pre-agreed spending categories. Instead, updated information on eligible expenses and fund usage can be found in our revised Special Purpose Fund Guidelines.
Please see details of the changes here.
Barts Charity will not accept claims for:
- Undergraduate and masters degree courses.
- Salary and staff remuneration costs.
- Research related expenditure.
- All IT equipment and software
Any member of Barts Health NHS Trust staff can make an expense claim via the online system.
The person responsible for completing the expense claim form is known as the claimant. It is possible for a claimant to make a claim on behalf of another person. The person who receives the money is the Payee.
Every expense claim will be reviewed by at least one Fundholder.
Claimant: the person responsible for completing the expense claim form
Payee: the person who receives the money
Fundholder: 1-4 people managing each fund who are authorised to approve payments from the fund.
The role of the Fundholder is to check a claim matches both the fund purpose and SPF guidelines prior to a claim being submitted. Every expense claim will be reviewed by at least one Fundholder.
Every expense claim will also be reviewed by a Barts Charity Finance Officer using the following criteria:
- Suitability: appropriateness of the nominated Fund for the claim.
- Evidence: appropriate supporting documentation is provided.
Claim process
Check that the expenditure is permitted based on the fund purpose and that it meets the SPF Expenses Guidelines.
If in doubt please contact the Fundholder and/or the charity before incurring any expense to avoid being financially disadvantaged.
You must complete the online expense claim form. Please remember to ensure that the purpose of the fund you select covers the expenditure you are claiming for and to attach the relevant supporting documentation (including evidence of conversion of non-GBP expenses claims into GBP).
The Fundholder will receive the expense claim to review and assess against the criteria listed in the “What we look for” section.
Once the claim is approved by Fundholders, we assess the claim against the criteria listed in the “What we look for” section. If further information is required, a Finance Officer will be in touch.
If your claim is approved, a notification will be sent to the Payee together with a link to a webform for completion of bank details for settlement of the claim.
If your claim is rejected, a notification will be sent to the claimant giving the reason for rejection of the claim.
We process completed webforms each Thursday (public holidays permitting) and a BACs payment will be received in the payee’s account after three working days.
Submit a claim
Get startedSPF guidelines
Read our latest guidelines for detailed guidance on what can and cannot be claimed from an SPF.