Ask your supervisor (DPhil/MLitt) or convenor (MSt/MPhil) to e-mail english.office@ell.ox.ac.uk with a message confirming their support for your application.
Applications can be submitted at any time; and you should expect to recieve a response within two weeks of submission of your application (including supervisor message). Retrospective applications will not be accepted.
Expenses must be claimed within 3 months of being incurred.