External Examiner Fees and Expenses

External Examiner Annual Fee

To receive your External Examiner fee you will need to:

Complete all agreed moderation work requested by the Programme Team
Submit your Annual Report to externalexaminers@derby.ac.uk (please see key dates for External Examiners for submission deadlines)
Complete and submit the External Personnel Claim Form for Payroll – using your MENT account number as the "Unique Claim Reference"
Please could we request that you complete the HESA Survey. HESA is the official agency for the collection, analysis and dissemination of quantitative information about Higher Education in the UK, and the Designated Data Body for England. Each year, individualised data is collected from the University in respect of all staff who were employed by the University at any time in the previous twelve-month period.

Claiming Expenses

External Examiners should book their own travel and accommodation in line with the University’s finance regulations and claim the payment back via expenses. The University has standard guidance regarding expense claims in line with University and HMRC guidelines and we suggest that you contact externalexaminers@derby.ac.uk for further guidance.

Guidance for claiming expenses

All expenses claims must be made within 4 months of the work being completed
External Examiner expenses can be claimed by completing the External Personnel Claim Form
Any receipts for subsistence need to be emailed to sessional@derby.ac.uk
Rates of reimbursement can be viewed below

Rates of reimbursement (2025/2026)

Type	Rates
Hotel (outside London)	£150 per night (inc. breakfast allowance)
Hotel (London)	£250 per night (inc. breakfast allowance)
Hotel (International)	£250 per night (inc. breakfast allowance)
Meals - Breakfast	£10
Meals - Lunch	£12
Meals - Dinner	£24
UK Incidental overnight expenses	£5
Overseas incidental overnight expenses	£10
Cars	45p per mile (limited to 10,000 miles) falling to 25p thereafter each tax year
Motorcycles	24p per mile

Frequently Asked Questions

Please can I have more information about the HESA Survey?

HESA is the official agency for the collection, analysis and dissemination of quantitative information about Higher Education in the UK, and the Designated Data Body for England. Each year, individualised data is collected from the University in respect of all staff who were employed by the University at any time in the previous twelve-month period. This data includes the personal characteristics of staff. All uses of personal data collected by HESA are described in the staff collection notice https://www.hesa.ac.uk/about/regulation/data-protection/notices#staff

You can select 'prefer not to say' if you wish. Your personal details are treated in the strictest confidence and all data disclosed complies with the Data Protection Act 1998. HESA acts as a central agency for the collection and dissemination of data relating to higher education institutions. HESA collect information from higher education providers every academic year, which includes data about their students, staff (including Externals) and finances. Every HE institution has a statutory obligation to submit this data to HESA.

The data submitted does not include names, so staff cannot be identified, but it does include personal data, such as your date of birth and your nationality. It also includes information about your disability status, ethnicity, sexual orientation and religion. This information is necessary, for monitoring equality of opportunity and eliminating unlawful discrimination, in accordance with the Equality Act 2010. This information is also processed for statistics and statistical research, where this is necessary and in the public interest. Please see HESA's staff collection notices for more information. By disclosing your personal details to the University, you are helping us meet our statutory obligations.

How do I find out what my annual fee is?

Your annual fee is listed on your formal appointment letter and also on your appointed duties. If you are unable to locate either of these please contact externalexaminers@derby.ac.uk who will be able to advise.

How do I find out what my MENT account number is?

Your appointment email contains your MENT account number. It has the format of MENTXXXX. If you are having difficulty locating this please contact externalexaminers@derby.ac.uk who will be happy to advise.

When do I get paid?

Payroll is only able to pay claims within each pay cycle on the 25th of the month, otherwise it will be paid in the following month. Due to payroll cycles 8 weeks for payment is not uncommon.