The following guidelines apply to members of staff travelling on University business
Note: New travel and subsistence rates were introduced on 1st December 2012. Claim for expenses incurred prior to that date should use the old rates.
Travel and subsistence rates – Pre December 2012
Note that if the claim is being paid from an externally funded grant then their claim limits supersede those of the University if these are different (details of the grant and why different rates are claimed should accompany the claim).
If expenses are incurred, claim forms should be completed on at least a monthly basis. The University will not reimburse claims if the claim is submitted more than three months after the expense is incurred. Claim forms are available on the University intranet at: http://www.aber.ac.uk/en/finance-office/information-for-staff/forms/
Travelling
When travelling by car it is probably cheaper to use a hire car for journeys over 100 miles. (Note that preferential rates are available through Europcar)
When using a hire car, in order for staff to be covered by the University Insurance, they need to be an authorised driver registered with the Finance Office. Please contact Stephen Humphreys tsh@aber.ac.uk.
Important note on the calculation of mileage allowance
|
|
First 100 Business Miles |
Over 100 Business Miles |
|
Cars |
40p |
20p |
|
Motorcycles |
20p |
10p |
NOTE: Staff should ensure that their insurance covers their car on University business and should only carry passengers if the policy permits. Where more than one member of staff attends the same meeting it is expected that they will travel in the same car.
Subsistence
Actual expenditure should be claimed subject to the maximum rates set out below. Receipts will be required for all items other than small, incidental expenses where it is not practicable to obtain a receipt (up to £5.00 a night). If staff are charging for B&B plus an evening meal then the claim is limited to the combined value e.g. £142 + £18 =£160 for London so you could for instance claim £20 for meal and up to £140 for accommodation)
Alcohol Policy
It is recognised that staff may wish to have alcohol with their evening meal. This is acceptable provided the expenditure is reasonable (up to half a bottle of wine per person)
|
Subsistence |
Provinces |
London & Overseas |
|
Bed & Breakfast |
£99.00 |
£142.00 |
|
Evening Meal |
£18.00 |
£18.00 |
|
Breakfast or Mid-day meal |
£10.00 |
£10.00 |
|
Daily rate for personal incidental expenses - not receipted |
£5.00 |
£5.00 |
|
Lodging Allowance ( note this will be paid with salary and be subject to tax) |
Provinces |
London & Overseas |
|
Accommodation |
£56.00 |
£56.00 |
|
With family or friends (incl. bed & breakfast and evening meal) Note: this will be paid with salary and be subject to tax |
£25 |
£25 |
|
Daily rate for personal incidental expenses - not receipted |
£5.00 |
£5.00 |
|
Residential Training Course |
Provinces |
London & Overseas |
|
Daily rate for personal incidental expenses - not receipted |
£5.00 |
£5.00 |
|
Day subsistence |
|
|
|
5-10 hours |
10.00 |
|
|
Over 10 hours |
23.00 |
|
HMRC Tax Relief Claim Form P87
HMRC guidance - www.hmrc.gov.uk/manuals/eimanual/eim31200.htm
The University offers four bookable videoconferencing suites. Full details are available at : www.aber.ac.uk/en/is/media/vidconf/
Note - before making travel arrangements please consider whether a videoconference is a viable alternative to travelling.