Travel and subsistence allowances

The Expenses guidance and procedures document (FP16) provides a complete statement of the approved arrangements in this area. Please note that current maximum UK reimbursement rates are those shown on the travel and subsistence pages of the Payroll website.

The University does not have specific overseas subsistence or accommodation rates (except for incidental overnight hotel costs) but the overarching principles of FP16 apply including that it is the responsibility of every claimant to act in a prudent and responsible manner when incurring costs on behalf of the University, expenditure must not be excessive, value for money should be sought and costs minimised (without impairing the efficiency of the University).

Car parking

Reasonable car parking costs will be reimbursed. However, it remains an obligation on staff to ensure that car parking costs are kept to a reasonable minimum and that they represent value for money, especially at airports.

Congestion and toll charges

Congestion and toll charges will be refunded on production of a valid receipt. The University will not reimburse any fines or penalties irrespective of whether they were incurred whilst travelling on University business or not.

Insurance

Staff are reminded that, when using their own vehicles on University business, they should ensure that they have appropriate insurance cover, since such usage is not covered by a University policy.

Evidence

The University's financial regulations require that claims for reimbursement of expenses should be supported by evidence that the expenditure has actually been incurred, not only to ensure that fraudulent claims are not made but also to avoid a claim by HMRC that the expense payment should be subject to tax.