University Travel and Expenses Policy

This policy applies to all members of the University incurring or seeking reimbursement of travel and other expenses. Members of the University are:

• All employees of the University

• Agency temps

• Members of the Board, including co-opted members
   of Board level Committees

• Students who are engaged to work for the University

This document sets out the rules and regulations relating to the incurring or the reclaiming of business expenses and also provides general guidance to those involved in the process.

This policy and procedure has been prepared to ensure compliance with relevant UK tax legislation thereby avoiding situations where either an employee or the University is exposed to an assessment for tax by Her Majesty’s Revenue and Customs (HMRC).

Definition 

Wholly and necessarily incurred – It is a requirement of Her Majesty’s Revenue and Customs (HMRC) that all business expenses are wholly and necessarily incurred for business purposes. If your business expenses are not wholly incurred for business purposes, they will either be disallowed or may be subject to the deduction of tax.

Hospitality –The entertainment of clients for business purposes, e.g. discussing a particular business project or forming or maintaining a business relationship. It is expected that where hospitality is provided, the majority of participants are external to the University.

Staff entertaining – Hospitality provided to staff away from the University campus for any purpose. This is where all or the majority of participants are staff members. HMRC will generally consider staff entertaining to be a taxable benefit in kind.

It is the responsibility of Budget Holders to ensure that this document is brought to the attention of all members of the University within their area and to other persons who may need to claim reimbursement from the University.

It is the policy of the University that all members of the University are fairly reimbursed for reasonable expenditure incurred wholly, exclusively and necessarily in the performance of their duties.

All members of the University must exercise prudence and  discretion in their expenditures and consider the business need and reasonableness of any expense. All members of the University should keep expenditure to a minimum without incurring risk to themselves or impairing the efficiency of the University. This need for prudence is required to ensure that expenditure is properly controlled and University targets for financial sustainability are met.

It is University policy that all staff-related travel and subsistence expenses are reimbursed via Payroll.

There are two main claim forms for claiming reimbursement of expenses. The FIN01 is used for reclaiming all expenses in relation to overseas travel, courses, conferences and staff development. UK travel not involving a car vehicle mileage claim should also be claimed on a FIN01. The FIN02 is used to claim mileage for UK travel not requiring prior approval and any associated cost in connection to the journey.

Prior approval is not required for intersite travel and UK car mileage in respect of University business. Prior approval is required for business travel which includes overnight accommodation.

University staff have an obligation to ensure that journeys are undertaken to provide the best value for money, for example trips may be more economic via public transport and in particular journeys in excess of 100 miles round trip may be more cost effective undertaken in a hire car.

If an external grant or research funder stipulates higher financial limits, this University policy will take precedence. If external funders stipulate lower financial limits then the external funder requirements will take precedence as this will represent the maximum they are willing to reimburse.

HMRC require that receipts are retained to evidence that the expenditure was actually incurred. If receipts are not supplied when expenses claims are submitted, then HMRC will take the view that there is no evidence that the expenditure was in respect of University business and therefore the payment to the member of staff will be subject to tax and national insurance. Receipts must be itemised and display the name of the vendor. Credit card terminal receipts and statements will not be accepted. 

With the University facing increasing scrutiny from external auditors, internal auditors and Freedom of Information requests relating to expenses, it is important to ensure that all expenses incurred represent best value and are necessarily incurred in carrying out the University’s business. In order to be transparent, the University will publish annually those expenses incurred by staff during the previous financial year.

Staff are not expected to be out of pocket or fund University activity but they should expect to be held accountable for their business expense claims, to justify and substantiate their claims and to adhere to the mandatory rules and advisory guidelines set out in this policy document.

Staff have a duty to ensure that University funds are applied appropriately and represent value for money.

Compliance with this policy will ensure that the member of staff, or the University, does not incur a tax or national insurance liability and that staff need not report expenses on their tax returns.

Responsibility for compliance with this policy rests with members of staff making claims for the reimbursement of expenses and their approving line manager/budget holder.

All claims for payment of travel and subsistence expenses must be submitted within three months of the expense being incurred. Failure to do so will result in the employee not being paid.

The University reserves the right to refuse reimbursement for any claim which does not conform to this policy.

INCURRING AND CLAIMING EXPENSES

There are a number of ways in which business expenses can be incurred or claimed. This policy applies to all business expenses regardless of the method by which they are claimed or the source from which they are funded.

PURCHASE ORDERS

Wherever possible, a Purchase Order should be raised in advance of activity for flights and accommodation through the University’s approved travel agent. However, it is recognised that this may not be possible in all cases due to circumstances where the need to travel can be at short notice. In such cases, it is possible to use a University Expenses Card, arrange for a cash advance (if time permits this), or pay for the travel yourself and reclaim it.

EXPENSES CARDS (not Purchasing Cards)

Expenses Cards are a convenient and cost effective way to pay for travel and subsistence. In an emergency, they can also be used to pay for flights and hotel accommodation. Expenses Cards are typically held by individual members of staff who are frequent travellers as opposed to Purchasing Cards that are held by Faculty/departmental administrators who undertake procurement activities on behalf of a cost centre/work order.

When Expenses Cards are used to procure travel, accommodation or subsistence related costs, the mandatory and guideline rules and financial limits set out in this policy document apply. University contracts for travel and accommodation must be used unless they cannot reasonably satisfy your needs and you can provide evidence from our travel agent to support this.

EXPENSE CLAIMS

The University does not expect staff to be out of pocket as a result of undertaking University activity. However, there will be instances where this happens and where an Expenses Card will not be accepted. In such instances, staff should promptly reclaim their out of pocket expenses through the University’s expense claims system.

Claims should be made as soon as possible on completion of the travel/activity. Any claims submitted after three months after travel/activity will be declined for payment unless there are exceptional circumstances for the delay.

All receipts should be attached to expense claims. Missing receipts will result in tax and national insurance being deducted from any expenses where there is a missing receipt and persistent claiming of expenses without receipts (where required and identified in this policy) may result in disciplinary action.

Original receipts will need to be retained if it is a funder requirement, such as expenditure relating to EU funded projects.

CASH ADVANCES

In some circumstances, staff travelling overseas may be granted a cash advance to fund business expenses. Typically, this applies
to countries that do not have a developed financial services infrastructure and that rely on cash to transact business.

Expenses funded from an advance are subject to the same terms of this policy as any other method of funding expenses.

Cash advance will only be available for UK travel in exceptional circumstance and authorisation of the Finance Director. Cash advances are only normally available to staff with a permanent contract. Advance for visiting lecturers must be authorised by the Dean of Faculty or relevant Professional Service Director who will be responsible for ensuring that those advances are accounted for.

GUIDANCE ON AMOUNTS OF EXPENSE

The following section provides guidance on the amounts of expense that can be incurred.

AIR TRAVEL

Staff are expected to fly economy class.

However, in certain circumstances it is permitted to fly in other classes based on the following guidelines.

The circumstances that can apply to staff travelling other than economy class are:

• Where there is a demanding work schedule e.g. a short time between a flight landing and the commencement of University duties or where there are multiple flights over an extended period being taken

• Medical and/or disability grounds

If circumstances warrant flying other than economy class, the following applies:

• Any flight, other than economy class, requires the prior approval of the Vice-Chancellor or nominated deputy. The Vice-Chancellor will require the approval of the Chair of the Board of Governors.

There is usually a premium for air travel extras if not booked in advance. Acceptable costs for air travel extras are seat reservation fees and baggage charges if booked in advance.

Unacceptable costs are excess baggage charges made at check in.

RAIL TRAVEL

Staff are expected to travel economy class and book tickets well in advance wherever possible.

Staff who are eligible and who are significant rail users can seek permission to purchase a Senior Railcard by making an application to the University Secretary. The application must be supported by their Dean or Director. The reimbursement will however be treated as a taxable expense.

HIRE CARS

Bookings must be made using the University’s contracted suppliers. Class M or MPVs should only be hired to accommodate four or more people plus equipment.

Actual fuel costs incurred will be reimbursed only if receipts are provided. Drivers should comply with the car rental refueling policy to ensure that the University does not incur a refueling fee.

PRIVATE VEHICLE RATES

Claimants using their private vehicle are paid a standard mileage rate based on limits set by HMRC.

Current rates applicable are:

It is the responsibility of the member of staff to ensure they have the correct insurance cover for their journey and comply with the work-related driving code of practice: https://www.wlv.ac.uk/staff/media/departments/health-and-safety/documents/Policy-Work-related-Driving-v4_August-17.pdf 

TAXI TRAVEL

Taxi fares may be claimed where no suitable public transport is available or when travelling in an unknown locality or where public transport is infrequent or where the saving in time is important.

Taxi fares should be recouped through an expense claim. Purchase orders are not required to book a taxi but may be appropriate when booking several taxis for an event.

PASSPORTS

The University will not reimburse the cost of passport applications. Where staff are frequent travelers, the costs of a second work-related passport will be reimbursed if it has been approved by the University Secretary in advance.

ACCOMMODATION

Employees travelling on business should obtain accommodation in a reasonable quality hotel, taking into account value for money, location convenience and health and safety. Purchase Orders should be raised in advance of activity through the University’s approved travel agent.

Hotel accommodation varies per location and is demand-driven and typically best rates are obtained when booking well in advance of stays.

Accommodation provided within ten miles of a member of staff’s permanent workplace will qualify as a taxable benefit and will be declared on the employee’s P11(D). Claims for reimbursement for such accommodation must be processed through Payroll.

Allowable hotel expenses include: itemised telephone calls home (provided these are not excessive), car parking, Wi-Fi (if used for business purposes), laundry (if staying for five or more consecutive nights).

Non-allowable hotel expenses that cannot be claimed for include: pay-as-you-go TV/videos/games, leisure facilities, mini-bar drinks and snacks, newspapers.

Accommodation should be booked in advance. Reference should be made to the limits below. 

Higher limits can be approved by the Head of Financial Operation or the Finance Director.

SUBSISTENCE

Only actual subsistence costs incurred whilst away from the University will be reimbursed. Receipts must be provided. 

UK SUBSISTENCE

Subsistence costs covering breakfast, lunch and dinner, incurred whilst away from the University should be claimed based on the following limits:

MANDATORY

These limits cover lunch and dinner. Claims for teas, coffees and light refreshments that do not accompany breakfast, lunch or dinner are not permissible.

COMMENT

In situations where University staff are on business with University Governors, it is expected that the University staff will pay either using an Expenses Card or by subsequently reclaiming through submitting a claim form. If a situation arises whereby the University Vice-Chancellor is with a Governor and then reclaiming expenses, the Vice-Chancellor’s claim form will be authorised by either the Chair of Governors, the Chair of Planning and Resources Committee or the Chair of Audit Committee. It would not be appropriate for the Governor to authorise the claim if they were in attendance. For example, if the Chair of Governors was in attendance with the ViceChancellor, then the claim should be authorised by one of the Chairs of the other aforementioned Committees.

If there is a situation whereby a group of University staff were together on business and they were entitled to subsistence in accordance with these guidelines, it would be expected that the most senior member of staff pay for the subsistence on behalf of the group using an Expenses Card or to claim it back. Full details of the staff in attendance must be provided with an expense claim.

OVERSEAS SUBSISTENCE

For subsistence overseas, staff should claim on the cost incurred on a receipted basis. Overseas subsistence should be reasonable and should not exceed the recommended rates: https://www.wlv.ac.uk/staff/media/departments/finance/documents/DAILY-ALLOWANCE-RATES.pdf 

OVERSEAS TRAVEL

If expenses relating to business trips abroad are not paid in advance through a Purchase Order, they can be paid either by means of a University Expenses Card, a cash advance which will need to be reconciled with receipts upon return or claims based on actual costs fully supported by receipts.

Please note that Expenses Cards are available for those staff that undertake regular travel in performing their duties for the University. These are available for those staff that are recommended by their Dean or Head of Department to have a need for this facility. These cards are separate to the University Purchasing Cards (which must not be used for expenses) and have terms and conditions associated with them that recipients will have to agree to prior to being allocated a card.

Exchange Rates

Where receipts are provided in overseas currency and a conversion is required, the rates used will be those published
on Oanda https://www.oanda.com/currency-converter/ on the first day of travel. 

METHODS OF REIMBURSEMENT 

For expenses which are incurred other than via a Purchase Order, then staff may claim in accordance with the following:

An applicant should complete, prior to the event, Section A (Request for Approval) of FIN 01,”Staff Expenses Approvaland Claim Form for University Business, Courses, Conferences & Staff Development” (see Appendix C for guidance).

Section A should give details of the Event, Work Order (i.e. Faculty, Department or Externally Funded Project) to which any expenditure should be charged.

The total estimated costs of the trip i.e. hotel, fares, subsistence, conference fees, should be stated and approved by the budget holder.

Foreign travel, hotel arrangements and airport taxis must, wherever possible, be booked in advance with the University’s approved travel agent using an official Purchase Order Request. Flight details, hotel details, names of passengers, dates, etc. must be clearly stated on all Purchase Orders.

It is expected that air travel for all staff will be economy class – any exception to this must have prior written approval from the Offices of the Vice-Chancellor.

In normal circumstances staff may not arrange to pay for or claim the cost of flight tickets, as all expenditure of this nature must be ordered using a University official purchase order.

Hotel bookings should be made on a bed and breakfast basis.

Therefore, all other items of expenditure incurred during their stay e.g. meals, drinks, telephone calls, laundry, etc. should be personally settled with the hotel by the member of staff, prior to them leaving the hotel. Personal items of laundry and telephone calls will be limited in accordance with HMRC guidelines of £5 in the UK or £10 overseas.

It should be noted that, if members of staff choose to take partners/others on a trip, this should be declared to the University Secretary via email in advance and all expenditure for them must be subject to a private transaction. It is a HMRC requirement that all business expenses must be wholly and necessarily incurred by the claimant.

Once Section A is completed, it should be approved by the responsible Budget Holder. In the case where the applicant is the Budget Holder, then the estimated cost needs to be approved by the relevant Dean, Head or member of OVC. The FIN 01 Form should then be retained by the applicant.

EXPENSES INCURRED – FULLY SUPPORTED BY RECEIPTS

Staff claiming expenses should complete a FIN 01 and submit to the Payroll section of the Finance Department for payment or evidence of reconciliation of Expenses Card expenditure.

In order to avoid the deduction of tax and national insurance, it is essential that supporting fully itemised original receipts for all items are attached to the FIN 01 Form. Photocopies of receipts, credit card terminal receipts or bank/credit card statements are not acceptable.

If members of staff anticipate that their trip will result in being away from home for more than three consecutive days, then they may wish to obtain an advance using a FIN 06 (see section 6 and Appendix E).

After the event, the applicant should complete Section C (Actual Costs Claimed) of the original FIN 01 Form, giving details of expenses paid by both the Expenses Card and the individual member of staff.

Section B of the FIN01 form should be completed in all cases where the claim relates to additional members of staff or visitors.

A list of allowable and non-allowable subsistence expenses are shown in Appendix A.

The expenses to be claimed, i.e. incurred by “Self”, as detailed in Section C, should be totalled. If an advance has been received, this will be recovered by Payroll as set out in section 6.

If mileage is to be claimed, complete the appropriate boxes in Section C giving details of trip, names of passengers, miles travelled/claimed.

All mileage claims are checked so any significant differences will be changed. It is important therefore, to clearly identify the venue of the trip/event including postcodes whenever possible.

Staff are expected to provide a detailed account of expenses claimed and exchange rates used, etc. This is required to assist the Budget Holder in their role of approving the claim, and also the Finance Department with verification.

The applicant should then sign and date Section C of the FIN 01 Form, and present it to the Budget Holder for final approval. In the case where the applicant is the Budget Holder, then the claim should be approved by the relevant Dean, Head or member of the OVC. Budget Holders are expected to carefully scrutinise all items before finally approving the claim.

The Budget Holder should arrange for the approved Form (original not photocopy) to be sent promptly to the Payroll section of the Finance Department for payment. The form should not be passed back to the applicant (this is to prevent any changes being made to the claim
after approval has been given).

Under exceptional circumstances, it may not be possible to obtain official receipts for all expenses incurred. Such items should be listed in the appropriate box of Section C, i.e. Non-Receipted items. These items will be subject to tax and national insurance.

Actual costs can only be paid through the Payroll system. No other methods (i.e. Petty Cash or Refund/Reimbursement)
are acceptable.

In order for a claim to be paid with your monthly salary, forms must be received in the Payroll section by the 7th of the month. Any incomplete forms received by Finance Department will be returned. This may delay payment of the claim.

A FIN 02 Form, “Staff Expenses Claim Form for Normal Business Journeys not requiring prior approval” (see Appendix D) should be completed when making claims in respect of routine mileage claims. All expenses claimed in respect of these journeys will be paid through the Payroll system.

Intersite travel will be reimbursed on the basis of standard miles only, for a single trip. A copy of the Intersite Mileage chart is available on the Finance Department web site.

If a member of staff travels directly from home to a destination which is not his or her normal work place, then the mileage that may be claimed is limited to the excess mileage over and above the normal home to work mileage.

Car Parking fees incurred by staff as a result of intersite travel are not reclaimable.

Subsistence and other travel costs should be detailed in the appropriate column, however in order for the claim to be paid without the deduction of tax, it is essential that supporting receipts are attached.

A list of allowable and non-allowable expenses are shown in Appendix B.

Subsistence is not permitted unless there is an overnight stay.

In respect of Rail or Coach Travel, travellers should book well in advance and wherever possible take advantage of saver or super-saver tickets.

Timed returns should always be booked unless it is not possible to estimate with certainty your time of return, in which case open-returns may be booked.

Travellers are expected to travel standard class, however first class travel may be booked where this is cheaper than published standard class fares for timed arrivals and departures (i.e. not open ended standard class returns) which can be the case depending on the date bookings are made.

Claims should be submitted to the Payroll section of the Finance Department on a monthly basis. Late claims (over three months) will result in the claim not being paid.

Claims must be submitted to the Finance Department at the end of the financial year to ensure they are accounted for in the correct year. (July being the last month in the University’s financial year).

Mileage rates will be reviewed annually by the Finance Department. Rates will be published on the Finance web site.

Mileage claims are checked. Claims will be amended, and significant differences notified to the claimant.

The applicant should then sign and date the FIN 02 Form and present it to the Budget Holder for final approval. In the case where the Budget Holder is the applicant, then the claim should be approved by the relevant Dean, Head or member of OVC.

The Budget Holder should arrange for the approved Form to be sent promptly to the Finance Department for payment through the Payroll system.

All expenses claimed in respect of these journeys will be paid through the Payroll system. Under no circumstances can expenses be paid by other methods i.e. Petty Cash or Refund/ Reimbursement. Claims will be processed in accordance with the published deadlines.

Any incomplete Forms received by Finance Department will be returned stating the reason for the return. This may delay payment of the claim.

TRAVEL ADVANCES

Travel advances are available for staff travel overseas in excess of three days or where significant cost is anticipated. The advance is payable to cover travelling, subsistence and related expenses.

Advances are not normally available for flight costs, all expenditure of this nature must be ordered using an official University purchase order or Expenses Card.

Advances are only given to permanent members of staff unless prior approval has been given in writing by the Director of Finance which should accompany the claim.

Advances in respect of “Non UK” hotel accommodation may only be claimed if either the University’s approved travel agents are unable to provide suitable accommodation arrangements or if they are to be arranged by the host and payable by the member of staff on arrival.

The “Work Order” required on the Application for Advance Form refers to the code to which the expenditure will be charged.

The FIN 06 – Application for Advance Forms can be downloaded from the Finance Department web site.

The applicant must then sign the declaration on the Application for Advance Form.

The authorised FIN 06 should be sent to Accounts Payable in the Finance Department.

Any incomplete Forms received by the Finance Department will be returned. This may delay payment of the Advance.

Provided that forms are received in the Accounts Payable Section by Wednesday 12 noon, then payment will be paid by BACS and in the account on the following Wednesday.

Accounts Payable Section will then forward the Advance Form to Payroll, this will be cross referenced against future claims and for the recovery of the advance.

After the trip, the applicant should complete Section C of the FIN 01 Form, and submit the claim to Payroll.

The expenses claim should be submitted to Payroll no later than 21 days after returning from the trip. If a FIN 01 Form has not been received in Payroll’s section within two months of return, an email will be sent warning that the advance will automatically be recovered. The advance will automatically be recovered three months after date of return.

TRIPS ABROAD

The University has a travel insurance policy that covers all staff who are on business trips. (The cover also extends to students who are on University organised field trips abroad).

There is no need for staff to take out additional travel insurance. Further details can be obtained from the Insurance Officer.

The payment is met centrally, it is not a direct cost to the Budget Holder and, therefore, should not be included as a cost to the trip on any claim form.

Please refer to the Business Travel Insurance web page:https://www.wlv.ac.uk/staff/services/finance/insurance--inventory/business-travel-insurance/ to obtain cover prior to travel.

In the event of a claim, staff must obtain a claim form from the Insurance Officer on their return from abroad and provide receipts where appropriate.

If the claim is as a result of a loss or theft of baggage, the carrier and/or police must be notified and a copy of any resultant report passed to the Insurance Officer.

If the loss is of money, supporting documentation must include evidence that the money was originally held.

VEHICLE HIRE

The University’s Motor Insurance Policy covers the hire of vehicles by University staff travelling on University business in both the UK and abroad provided the vehicle is hired in the UK. Hire cars can only be taken home the night before a journey and cannot be used overnight for personal use. If they are used for personal use, this becomes a disciplinary matter.

Advice regarding transport hire is available from the Transport Services Department.

In the event that a vehicle is hired overseas, insurance cover must be taken out with the hire company.

Further details regarding limitations of cover can be obtained from the Insurance Officer.

MILEAGE CLAIMED

The University’s Motor Insurance Policy does not cover staff using their own vehicles and claiming mileage for business trips.

Staff must ensure that they are covered by their own Motor Insurance Policy for journeys using their own vehicles and claiming mileage in connection with business trips.

Staff must also ensure that the vehicles used are at all times licensed and roadworthy, otherwise their own insurance will be invalid. Staff must be in a fit and proper state to drive their vehicle.

Petty Cash and Refund/Reimbursement claims are paid on the basis of actual costs incurred, therefore it is essential that supporting original receipts for all items of expenditure must be attached.

Expenses of this nature (if under £25) may be claimed by Petty Cash.

Expenses of any value can be claimed by Refund/ Reimbursement. If this method is used, payment will be made via a Bank Transfer.

Advances are not issued to non-employees of the University.

If mileage is to be claimed, details of the trip, car registration number, and miles claimed should be entered on the Petty Cash Voucher or Refund/Reimbursement Form. Car mileage paid to non-employees is normally paid at Public Transport rate of 25p per mile. Post codes should be supplied wherever possible.

The Petty Cash Voucher or the Refund/Reimbursement Form must be approved by the appropriate Budget Holder.

Petty Cash payments must be collected in person, by the individual concerned, from the Site Cashier. The cashier will require proof of identification before the payment is released.

Claims for entertaining third parties may be made in the furtherance of the University’s relationship with the individual or entity. The business need for such entertaining must be specified on the claim form and the names of all individuals present stated and the names of any external organisations involved stated (see Appendix F for Event Record Form). This identification is required to comply with HMRC regulations.

The completed hospitality form should be attached to the FIN01 when submitting a claim or Expenses Card reconciliation.

Expenses for entertainment and/or corporate hospitality will not be reimbursed where most of the persons present were employees. Please note that incurring expenses for hospitality solely for staff entertaining is not permitted. The only exception to this is where a Faculty or Department holds a Strategic “Away Day”, in which case reasonable hospitality would be allowable but it must be provided by Internal Catering. If catering is provided by an external provider this creates a taxable benefit in kind.

The number of employees present at corporate hospitality events where expenses are claimed should not normally exceed the number of visitors.

Expenditure which may NOT be claimed

Expenses that are private, normally incurred outside work, not work related or are considered excessive and unreasonable are not reimbursable.

Refreshments supplied during meetings can be supplied as follows:

The University’s catering service provider is the sole provider of refreshments for meetings within the University and all such services must therefore be obtained from them. The costs will be charged directly to the department and not to the individual.

However, if staff wish to provide their own teas and coffees they can do so but these will not be reimbursed.

Refreshments should only be ordered in the following circumstances:

• The meeting is with external visitors

• The meeting is a formal meeting or training course of over three hours’ duration and involves over six people

• The meeting involves over six people and extends through lunchtime

The University reserves the right to refuse to meet the cost of any catering services obtained in breach of these regulations.

Personal claims for tea, coffee, milk etc. are not acceptable.

Personal costs, including:

i) Gifts, for example employee leaving gifts/birthday gifts/ flowers. Where departments wish to buy gifts then this should be done via a Faculty/Department collection

ii) Hospitality for employee leaving events cannot be paid for from University budgets

iii) Professional body subscriptions

iv) See other non-allowable items in Appendix B, Section C

The University’s approved travel agents are:

Clarity Travel Management
Unit 5
Hargreaves Court
Staffordshire Technology Park
Beaconside
Stafford
ST18 0WN

Telephone: 0333 010 0045

Queries regarding FIN 01 – Staff Expenses Approval & Claim Form in respect of Courses, Conferences & Staff Development AND FIN 02 – Staff Expenses Claim Form for normal business journeys not requiring prior approval should be directed to:

Payrolls Section, Finance Department Ext: 1227

Queries regarding Application for Advance Form FIN 06, Refund / Reimbursement Form, Purchase Order Requests (Internal Documents) and University Official orders (External documents sent to suppliers) should be directed to:

Accounts Payable Section, Finance Department Ext: 1213

Queries regarding Insurance should be directed to:

The Insurance Officer, Finance Department Ext: 1301

University Travel & Expenses - Flowchart

Receipts are required for all items in list A and B, items in list C are not allowable.

(A) Allowable Items UK and Overseas Travel

• Beverages (non alcoholic)

• Meals

• Business telephone calls

• Off-site car parking

• Public transport

• Snacks

• Taxis

• Congestion charges

• Tolls (where justifiable)

(B) Allowable Items (overseas travel only). HMRC allow £10 per night as a maximum claim for the items below.

• Laundry

• Maps

• Moderate personal itemised telephone calls

• Medicines required for the trip

• Flight socks (Long haul fights only)

• Airport taxes

• Business related use of internet

• Business related faxes

• Business calls back to the University

• Excess baggage for teaching materials

(C) Non Allowable

• Animal boarding fees

• Luggage (Excess Personal Baggage)

• Magazines

• Newspapers

• Nursery Fees

• Gratuities/Tips

• Toiletries

• Parking or speeding fines

• Intersite parking

• Non University arranged insurance

• Charity events

What is the form for?

This form should be used for reclaiming expenditure for all trips abroad and trips in the UK requiring prior approval such as courses, conferences and staff development.

Section A

Section A asks for details about the claimant and also allows budget holders to approve the estimated cost prior.

to the trip. All parts of Section A must be completed, failure to do so will result in delays in processing the claim or even having the claim returned to you.

Section B

Section B should be completed to provide details of other staff and visitors being claimed for.

Section C

Section C must be completed in the following circumstances:

1. For all trips within the UK

2. Overseas trips claimed on an actual receipts basis or where an advance has been given

It is important that all costs are entered in this section along with the exchange rate. Section C must be signed by the claimant and by the budget holder.

What to do with the form?

Return the completed form to the Payroll section, claims received by the 7th of the month will be processed in that month’s pay.

For any queries on expenses or on completing this form, please contact Payroll on 1227

What is the form for?

This form should be used for reclaiming expenditure for normal business journeys within the UK. The form is split into two sections.

Section A

Section A asks for details about the claimant. All parts of Section A must be completed, failure to do so will result in delays in processing the claim or even having the claim returned to you.

Section B

Section B must be completed for all journeys undertaken.

Notes

• Other costs associated with the trip should be entered in the last column subsistence and other fares

• For HMRC purposes, receipts must be provided

• Exceptions to the receipts rule: London underground tube fares

Items allowable under other costs

A. Reasonable subsistence

B. Taxi fares

B. Public transport

D.Parking (whilst away from the University)

What to do with the form?

The form must be signed by the claimant and by the budget holder. Return the completed form to the Payroll section, claims received by the 7th of the month will be processed in that month’s pay.

Claims should be submitted to Payroll each month. Claims that are submitted which exceed three months in total will not be paid.

For any queries on expenses or on completing this form, please contact Payroll on 1227.

What is the form for?

This form should be used for applying for a travel advance for overseas travel to cover travel and subsistence costs
where trips are normally in excess of three days. Note you cannot normally claim an advance in addition to a daily
allowance in respect of the same trip.

Section A

Section A asks for details about the claimant and his/her School or Department.

All parts of Section A must be completed; failure to do so will result in delays in processing the claim or even having
the claim returned to you.

Section B

Section B should include all details relating to the trip being undertaken.

Notes

1. You provide details of your trip including all countries you are visiting

2. The applicant must also state the amount of advance required

3. The applicant must also sign a declaration instructing the Payroll section to automatically deduct the advance within 90 days of return

4. All request for payments/refunds/reimbursements received in Payments by 12pm on Wednesday will be paid by BACS directly into your bank account on Wednesday of the following week

5. The budget holder must sign section B

What to do with the form?

Return the completed FIN06 form along with a completed refund reimbursement form to Payments. Forms received in payments by Wednesday am paid by BACS directly into your bank account on Wednesday of the following week.

For any queries on completing this form, please contact Payments on 1213.

Please click the following link to access the Hospitality Event Record form - University Travel and Expenses Form