Expense rates payable

Expense rates payable (tax year – From 6th April to 5th April)

The University will allow employees to claim reasonable travel expenses through University approved agents up to the following maximum rates for authorised travel on University business.

Rail travel	Rail travel should be Standard class Advantage must be taken of any cheap day or reduced fares where available Reservation charges reasonably incurred will be reimbursed First class travel must be pre-authorised by the employee’s Dean or Head of School/Service
Air travel	Air travel should be Economy class Advantage should be taken of any cheap day or reduced fares where available Business class travel or equivalent must be pre-authorised by the employee’s Dean or Head of School/Service First class travel is not allowed unless incorporated into a grant.
Subsistence claims	*Supported by receipts (receipts retained in Faculty/School/Service):* 5 – 10 hours - £20 maximum per day Over 10 hours - £25 maximum per day Overnight 24 hour stay – £30 maximum per day In exceptional circumstances *without receipts*, the amount actually spent (excluding accommodation): 5 – 10 hours – up to £10 maximum per day Over 10 hours - up to £15 maximum per day Details of amounts actually spent must be included on the claim form. N.B This is not a round sum allowance Overnight 24 hour stay – up to £20 maximum per night Any variation from these rates must be pre-authorised by the Dean or Head of School/Service.
Accommodation claims	*Supported by receipts (receipts retained in Faculty/School/Service):* London – up to £130 maximum per night incl breakfast & VAT Elsewhere in UK up to £90 maximum per night incl breakfast & VAT Overseas – up to £110 maximum per night incl breakfast & VAT Any variation from these rates must be pre-authorised by the employee’s Dean or Head of School/Service or nominee.
Mileage Allowances
Car travel	Up to £0.40 per mile maximum - up to 10,000 miles in any tax year £0.25 per mile – over 10,000 miles in any tax year £0.25 per mile – If public transport could have been used to complete the journey in the same time.
Motor cycle travel	Up to £0.24 per mile
Bicycle travel	Up to £0.20 per mile

Chapter 11 Expenses financial procedures - travel and subsistence