Travelling Expenses

Notes of Guidance

For members of staff who need to travel on departmental business, the Department will pay the following expenses :

1. Cost of travel. This includes, for the journey out to and back from the destination, the cost of public transport tickets, car hire as arranged through the Department, or use of own car within the UK. Travel from Aberystwyth to UK airports should be by public transport or car hire. Air travel should be economy class unless there are exceptional circumstances. The General Office can assist with travel booking, especially air and rail tickets, although staff remain free to book their own travel if they prefer to do so. When hiring a car, the fuel should be refilled before return of the vehicle and the cost of that reclaimed, unless this is practically difficult (e.g. when short of time at an airport).

2. Accommodation, as necessary for the period of stay for purposes of departmental business. Extra nights of accommodation or other expenses beyond the period of the business (e.g. outside the dates of a conference or meeting and travel to such events) are at the own expense of staff.

3. Reasonable subsistence for the period of stay : meals and telephone costs up to a reasonable level. The cost of telephone calls not related to the business of the visit, and bank charges for credit card payments will not be reimbursed.  Please refer to the standard AU rates of subsistence (copy in the General Office).

Where travel tickets and /or accommodation need to be booked in advance, especially when this may save costs, application for reimbursement ahead of the visit may be made. Advance payment will not normally be considered for amounts under £300, and repayment to the Department should be made immediately following the visit or meeting.

The university will provide travel insurance cover for work-related trips : send an e mail ahead of the time of the visit to finance@aber.ac.uk to request such cover, specifying dates, countries to be covered by the visit and the purpose of the visit. 

Travelling and subsistence claim form

April 2007