Travel and Expenses Policy

Policy version control table.
Owner:	James Platts, Associate Director of Procurement
Author:	James Platts, Associate Director of Procurement
Approved by:
Date of Approval of this Version:
Next Review Date:	No later than 2026
Version Number:	v0.6
Applicable Statutory, Legal or National Best Practice Requirements:	HMRC claimable limits
Equality Impact Assessment Completion Date:
Data Protection Impact Assessment Completion Date:

1. Introduction

Purpose

The purpose of this policy is to set out the procedures that must be followed when making business travel arrangements and claiming expenses that have been incurred in connection with University business. All faculties and directorates of the University are expected to implement this policy.

The key objectives of this policy are:

To set out the University’s policy relating to business travel and expenses and clearly state the types of expenditure that can and cannot be reimbursed.
To ensure reasonable standards of service, comfort, and convenience, whilst ensuring the safety for those who need to travel, whilst achieving best value for money.
To ensure that the University complies with the requirements of the HMRC rules for tax purposes.
To define the process for claiming non-pre-bookable expenses.

The University of Bradford and all other public sector and quasi-public funded organisations must ensure that all products and services are purchased with the consideration and proof of value for money, where external scrutiny and public interest via FOI request are becoming business as usual.

Provided that the procedures set out within this policy are followed, no additional tax or National Insurance Contribution liability will arise, and staff should not need to report details of expenses reimbursed within their tax returns.

If the procedures set out within this policy are not followed, additional tax and National Insurance Contribution liability will arise, and staff will need to report details of expenses reimbursed within their tax returns.

This policy should be used in conjunction with the University’s SMART Travel Plan with consideration given to whether the journey is necessary as alternative options may be available, e.g., conference calls, video conferencing, Teams functionality.

2. Scope

This policy applies to:

Employees of the University.
Students at the University who are required to travel for learning and research purposes.
Other representatives and guests where the University is funding the travel costs within the requirement of its business.

This policy does not apply to:

Individuals who are self-employed or work as contractors or consultants for the University.
A companion (i.e., spouse, partner, family member or friend) travelling with a University employee on a business trip.

The rules of this policy shall apply to all travel and expense claims. Where funding has been provided by an external funding body and these conflict with the University's travel and expenses policy rules then the University’s policy will have precedence. All payments of expenses are subject to HMRC guidelines.

Please note that the University assumes no obligation to reimburse expense claims that are not compliant with these instructions.

3. Before Making Business Travel Arrangements

Alternatives to Travel

The University is committed to reducing its impact on the environment and has set carbon reduction targets. Travel is a substantial cost to the University, and it accounts for a significant proportion of the University’s Scope 3 Carbon Emissions. All travellers are required to consider the alternatives to travel first, to both reduce cost and to help meet emissions targets:

There should be a compelling reason to travel, this may be an academic or operational need or a legal, reputational, or financial risk to the University if the journey is not undertaken.
There should be consideration to use virtual meeting platforms where possible.
Where possible please consider more sustainable travel such as car-sharing or train / bus travel.

Pre-trip approval

The University has a duty of care for its staff and students under the Health and Safety at Work Regulations and must ensure that it has appropriate processes in place to manage any reasonably foreseeable risks. This duty extends to staff & students travelling in connection with the business of the University. It is mandatory that travellers must notify the University prior to booking travel by:

Completing the ServiceNow Travel Funding & Insurance Approval request prior to all overseas travel and UK travel over £500 for staff and students.
Completing the Guest travel approval form AND Overseas risk assessment where necessary.

Travel Insurance and Risk Management

The University provides business travel insurance, including cover for partners/spouse and dependents approved to travel. Travelling overseas in particular can present increased risks to travellers’ health, safety, and security due to the unfamiliar environment – risks may include exposure to hostile political situations, disease, travel accidents, opportunistic crime, etc.

It is the responsibility of all those traveling overseas to assess associated risks prior to travel. This should be done in consultation with Line Manager’s, Health & Safety, and the Insurance Office where necessary. All travellers to overseas destinations must review and follow the Foreign & Commonwealth Office (FCO) information and advice. It is essential to reassess any risks periodically prior to and during travel as the FCO advice and status may change at any time.

The FCO is a useful source of information and advice on practical tips on staying safe, secure, and healthy and avoiding problem situations, in all countries of the world, including advice on crime, health, terrorism and natural disasters.

The University’s travel insurance ensures that:

The traveller will be fully covered for business travel insurance, with no charges to your department. No costs will be reimbursed for insurance policies taken out independently of the University.
Medical cover and a 24-hour helpline are in place, should emergency medical assistance be required whilst the traveller is abroad.

Driving Cars, Vans, Motorbikes, and Minibuses, etc.

To drive on University business, you must first submit an annual driver's declaration form. This applies to those who wish to:

Drive University owned or leased vehicles.
Hire vehicles for University business both in the UK and overseas.
Use your private (own) vehicle for University business.

Drivers using their own private vehicle on University of Bradford business:

Must have a “business use” extension on their personal motor insurance policy. The mileage allowance paid by the University includes all actual and incidental costs involved in running a vehicle, including an element for motor insurance.
Comply with DVLA regulations and only drive a category of vehicle that is included on their driving license. For further information please see the DVLA website.

Approved Supplier - Travel

Flights, trains, ferry, hotels, overseas car hire should only be made with the University’s approved travel agent.

This includes:

Available options including low-cost operators and best available rates offered by the airline, train operator or hotel.
Use of online and offline booking tools.
Carbon emission measures for all trips.

Note. Expenses incurred because of going outside of this policy will not be reimbursed.

Approved supplier – UK car hire

UK car hire bookings must be made with one of the University approved suppliers. This agreement offers:

Excellent value for money
Carbon emissions measures.

Please be aware that if your return journey exceeds 100 miles it is often cheaper to use a hire car rather than your own vehicle. When using a hire car please ensure that the vehicle is refuelled before return, the cost can be claimed as expenses and is significantly cheaper than the charges incurred for the hire company refuelling.

Details for making bookings can be found on the Purchasing SharePoint pages.

Permitted exceptions to using the approved supplier

It is recognised that there will be occasions where the approved supplier is unable to make your travel arrangements. Permitted exceptions to using the approved supplier include:

Attending a conference and hotel accommodation that has been pre- arranged at a more cost-effective rate by the organizer.
Internal flights and accommodation within foreign countries that cannot be pre-booked through the approved Travel Management Company (TMC).
Trips requiring complex or specialist services not available through the approved supplier.

The University requires staff to book all travel through the approved suppliers, the cost of sourcing and booking travel outside of the services provided by the TMC can be significant and should be avoided. Savings are made with the approved travel provider through payment of a monthly consolidated invoice.

Also, consider for example, time spent searching to find an alternative hotel that appears to be cheaper may inadvertently cost the University more because they have not only used their time to search and book which has an impact from an hourly rate perspective but also means that their core duties have been put on hold. There is also a significant risk that the standards of accommodation are lower than what would have been provided via the approved travel agent.

Staff who travel a significant amount should request a purchase card, which can be arranged, with approval, through the Purchasing Office. Staff should claim expenses only as a “last resort”, with a rational being provided as to why the approved travel supplier was not used. This needs to be authorised by the relevant Dean/Director. Without this the expenses will not be paid. Please note that the University is currently unable to calculate the carbon emissions for the trip if you claim on expenses.

Travelling with a companion

A companion (i.e., spouse, partner, family member or friend) may travel with a University employee on a business trip, if they do not travel at the University's expense. The companion’s travel costs must be invoiced separately and paid for privately. This can be arranged by contacting the University's approved supplier, who will book the entire trip but ensure that the University is invoiced only for the employee's travel costs.

If any additional expenses are incurred during the trip and the receipt/invoice includes both companion and employee travel costs, the employee should settle the total bill and claim back only the proportion of the cost that relates to their business expenses.

In some circumstances, it may be necessary for staff or students that are breastfeeding mothers to travel with their dependent(s) to enable the breastfeeding to continue. In these circumstances, the University will reimburse any reasonable costs incurred. Please ensure you have discussed and agreed this with your manager prior to travel and ensure booking arrangements are made at the same time as your own. Receipts must be presented for any additional costs incurred.

Combined business and personal trips

Combining business and personal travel is acceptable where the traveller meets all the costs relating to the 'personal' element of the trip. For example, some staff whilst attending an overseas conference may wish to extend the trip to include a holiday. Business trips must not be planned solely for the purpose of facilitating personal travel.

The University’s travel insurance policy includes cover for personal travel when connected to a business trip, providing the duration of personal stay does not exceed the duration of business stay.

Commuting

Staff and Students cannot claim for commuting from home to their normal place of work or between campuses.

Undergraduate External Examiners

Where Undergraduate External Examiners are paid mileage/ travel costs to attend the University then the expenses that are paid for traveling to the University are taxable. This is a specific HMRC rule.

4. Business Travel Rules

This section provides the rules on the most common situations however in the case of unusual expense claims the Chief Finance Officer/Associate Director of Procurement should provide guidance.

Air Travel

Table showing Air Travel expense item, policy and receipt or allowance.
Expense Item	University Policy	Receipt or allowance
Flights (UK Internal)	On sustainability grounds the university does not allow internal flights unless deemed necessary except for international connecting flights. Please make alternative arrangements via rail travel.
Flights (Overseas)	Only the approved supplier can be used to book flights. The default class of travel should be Economy with the following exception: Premium Economy may be used where the flight is 7+ hours, one-way and the cost is not in excess of two times the cost of an economy flight, it should be noted that the majority of longer haul flights are significantly higher in standard than the standard of a shorter flight and typically have more space, leg room and a higher level of comfort and facilities. Prior authorisation from the Chief Finance Officer or the Associate Director of Procurement is required in advance, with a clear rationale to justify the class of travel. The most direct method of travel should be used. A log must be kept of all upgraded flights above economy to ensure transparency and in the event of an FOI or complaint regarding equality. First Class is not allowed for any flight.
Flight upgrades	Upgrades at the University's expense are not permitted, and claims will not be reimbursed. Travelers may upgrade at their own personal expense.
Baggage charges	The correct number of bags / cases should be added during the flight booking process. If you are required to transport University equipment, etc. please consider shipping in advance wherever practical and time permits. Travelling with items of high value specifically personal possessions is discouraged, but if this is necessary to facilitate your trip, please contact the Insurance office prior to travelling. If you unexpectedly have to take extra luggage, e.g., research equipment, please submit a claim for actual expense incurred.
Excess baggage charges	Claims will not be reimbursed. Please weigh your luggage prior to check-in to ensure you are within the airline's weight allowance.
Lounge access	Lounge access will not be reimbursed.
Seat reservation fees	Claims will not be reimbursed. Seat reservations should be made during the flight booking process.

Rail Travel

Table showing Rail Travel expense item, policy and receipt or allowance.
Expense Item	University Policy	Receipt or allowance
Rail travel (UK)	Please use the University approved supplier and online system to book UK rail travel. Standard class must be used for all journeys, unless the following exceptions apply: Any travel above standard class may be authorised where it is more cost effective, if the cost is within a maximum of £15 for a comparable single journey and where there is a clear business need to facilitate effective working. This exception must be authorised by either the Associate Director of Procurement or the Director of Finance. Where possible and if more cost effective the consolidation of advance return or single tickets should be considered. A log must be kept of all upgraded rail travel above standard class to ensure transparency and in the event of an FOI or complaint regarding equality. Please book as far in advance as possible (30 days’ notice where possible) to get the cheapest rates (tickets are released 12 weeks prior to departure), it is also more cost effective to travel off peak if this is a viable option for your journey. Only in exceptional circumstances, e.g., if travel is an immediate requirement or due to a change in journey will retrospective claims for rail travel be reimbursed.
Rail travel (Overseas)	Wherever practicable and more cost effective, please use the approved supplier to book overseas rail travel. If rail travel must be organised whilst overseas, please pay for this locally using a University purchase card (if held). If you do not hold a purchase card, please submit a claim for actual expense incurred. Standard (second) class is normally the maximum payable.
Wi-Fi use on train	Where the train operator charges for the use of Wi-Fi, this will be reimbursed where it is used for University business purposes. Please pay using a University purchase card (if held) or submit a claim for actual expense incurred.

Cars / Taxis

Table showing cars / taxis expense item, policy and receipt or allowance.
Expense Item	University Policy	Receipt or allowance
Business mileage (car/cycle/motorcycle	For business journeys by car that exceed 100 miles (round trip, returning same day), it is usually cheaper to hire a car from the approved supplier please consider this option first if practical. For round trips under 100 miles, please use your own vehicle and submit a claim for the shorter of ‘home to destination’ or ‘normal place of work to destination’. The driver's insurance policy must cover business use in order for a private vehicle to be used. Mileage for journeys should be the actual miles travelled and can be checked by using the AA Route Planner http://www.theaa.com/route-planner/index.jsp Claims for using a private vehicle to transport heavy and or commercial goods around campus will not be reimbursed. Please use the portaging service. If travelling off campus you will need to check and confirm with your own insurer that you will be covered for this.	Allowance: Car: 45p / mile up to 100 miles and 25p per mile thereafter. Cycle: 20p / mile Motorcycle: 24p / mile
Passenger mileage allowance	When transporting colleagues to a business event in a private car, the vehicle owner may claim a passenger allowance provided they are taking at least one passenger in their vehicle. Please submit a claim for the allowance permitted.	Allowance: 5p / mile regardless of the number of passenger
Car/Minibus hire (UK)	Please use the approved supplier to book a vehicle. The standard class of hire vehicle is a 1.6 litre mid-size vehicle. Full-size vehicles or MPVs should only be hired to accommodate four or more people plus equipment. CO2 efficient vehicles are recommended. The hire of sports, convertibles, and luxury /executive cars are prohibited. Please adhere to the terms and conditions supplied to you from the hire company at all times.	N/A
Car hire (Overseas)	Wherever practicable, book the vehicle prior to the business trip, using the preferred supplier. If car hire has to be organised whilst overseas, please pay for this locally using a University purchase card (if held). Otherwise, please submit a claim for actual expense incurred. The standard class of hire vehicle is a mid-size vehicle. Full-size vehicles or MPVs should only be hired to accommodate four or more people plus equipment, etc. The hire of sports, convertibles, and luxury / executive cars are prohibited. Where possible, please ensure you refuel all hire vehicles prior to return to avoid additional charges.	N/A Receipt required
Fuel only	When refuelling a hire car please submit a claim for actual expense incurred.	Receipt required
Parking charges	Please submit a claim for actual expense incurred. Parking fines will not be reimbursed.	Receipt required
Fines for Road Traffic Act offences, e.g., speeding, driving in restricted access areas, etc.	Claims will not be reimbursed.	N/A
Tolls and Congestion Zone charges	Please submit a claim for actual expense incurred.	N/A
Taxis (UK)	When travelling, please use the bus service wherever possible. If travelling locally and a taxi must be used, this can be booked via the University Reception. Taxis must not be used where the trip distance exceeds 10 miles unless it can be demonstrated that it is the best value option or exceptional circumstances apply, e.g., staff working unusually late (after midnight) or travelling back late from a University business trip or due to Health and Safety reasons. These may be reimbursed at the line manager's discretion.	N/A
Taxis (overseas)	Please submit a claim for actual expense incurred.	Receipt required
Chauffeur driven cars	Claims will not be reimbursed unless approved in advance, e.g., for VIPs.	N/A

Buses / Trams / Coaches / Ferries / Trams / Underground / Cycles

Table showing buses, trains, coaches, ferries, trams, underground, cycles expense item, policy and receipt or allowance.
Expense Item	University Policy	Receipt or allowance
Bus/Tram /Coach Travel (UK)	Please submit a claim for actual expense incurred.	Receipt required
Bus/Tram /Coach Travel (Overseas)	Please purchase tickets locally using a University purchase card (if held). Otherwise, please submit a claim for actual expense incurred.	Receipt required
Ferries / Hydrofoils	Wherever practicable, please use the approved supplier to book travel. Alternatively pay for this locally using a University purchase card (if held). Otherwise, please submit a claim for actual expense incurred. Claims will only be reimbursed for standard class.	Receipt required
Travel Cards, e.g., Plus bus, Oyster cards	Cards may be purchased where it is more economical than purchasing individual tickets. Please submit a claim for actual expense incurred. Claims for use of a personal travel card on University business will only be reimbursed where the cost of the business journey can be split out and evidenced by a receipt.	Receipt required
Cycles	Mileage rates	20p per mile

Accommodation / Hotels / B&Bs

Table showing accommodation expense item, policy and receipt or allowance.
Expense Item	University Policy	Receipt or allowance
UK accommodation (hotels, B&Bs, guesthouses)	Please use the approved supplier to book UK accommodation. The following costs act as a guide only, but prior authorisation must be sought if the guidance is expected to be exceeded: Central London Cost per night (including taxes) Room Only £170 Bed & Breakfast £180 Rest of UK Cost per night (including taxes) Room Only £100 Bed & Breakfast £120 In exceptional circumstances, more expensive accommodation may be permitted. This should be agreed prior to booking with your Line Manager/budget holder. If you are staying room only, you may claim the cost of breakfast/light meal one within the meal limits set out in this policy. In exceptional circumstances, more expensive accommodation may be permitted. This should be agreed prior to booking with your Line Manager/budget holder.
Overseas accommodation	Please use the approved supplier to book overseas accommodation using a University purchase card if cheaper. The cost of overseas accommodation varies enormously. The University will allow bookings to be made in hotels of a reasonable standard with due consideration to the country, location, convenience for work, safety, and value for money. If in doubt seek approval from your Line Manager.	N/A
Staying with friends / family	Please buy the host a small gift or meal in recognition of the hospitality. When staying with friends/family policy limits in other areas still apply.	Not to exceed £30 per person. Receipt(s) required
Personal incidental expenditure (UK)	This may be claimed where it has been strictly necessary to purchase incidentals e.g., laundry, private phone calls.	Not to exceed £10 per night
Personal Incidental Expenditure (Overseas)	This may be claimed where it has been strictly necessary to purchase incidentals e.g., laundry, private phone calls.	Not to exceed £10 per night
Minibars	Claims will not be reimbursed.	N/A
Gyms, spas	Claims will not be reimbursed.	N/A
Cable TV / Sky / Movies	Claims will not be reimbursed.	N/A
Room upgrades	Claims will not be reimbursed	N/A
Telephone calls - personal	Claim as part of Personal Incidental Expenses. State on the claim form that the call is personal.	N/A
Telephone calls - business	Business calls can be reclaimed. Please submit a claim for actual expense incurred. State on the claim form that the call is business related.	Receipt required
Internet / WIFI charges	These will be reimbursed if the internet is used for University business. Please submit a claim for actual expense incurred.	Receipt required
Tips / service charges	Where a gratuity / service charge is included in the bill then it will be reimbursed. Unless this is customary, other tips are at the discretion of the diner and claims will not be reimbursed. These form part of the Personal Incidental Allowance which can be claimed when staying overnight.	N/A

Meals

Table showing meals expense item, policy and receipt or allowance.
Expense Item	University Policy	Receipt or allowance
Breakfast or light meal 1 / Lunch or light meal 2/ Dinner or Main meal	The cost of relevant meals may be claimed (up to the limits detailed below) where a business trip takes you away from your normal place of work for a period of more than 5 hours and these are not already covered by other meal arrangements. It is recognised that a person travelling may take a main meal at an earlier point of the day for cultural/Religious/dietary/medical reasons, for instance the morning. The maximum limits for each meal are as follows: - Light meal one £7.50 Light meal two £10.00 Main meal £20.00 The maximum limit for meals over a 24-hour period is £37.50. Breakfast/Light meal 1 costs can only be claimed if the journey commenced before 7:00am and you are away from your normal place of work for a period of more than 5 hours. It is recognised that circumstance and location may result in maximum limits being exceeded and these additional costs will be honoured where deemed reasonable upon review. In all cases any claims for meals and subsistence must be supported by the original itemised receipt or an acceptable digital image.	Receipt required
Alcoholic drinks	Claims will not be reimbursed, except for one alcoholic drink with an evening meal and it is within the above limits. It is the traveller's responsibility to comply with current drink-drive limits and other relevant legislation.	N/A
Other drinks / snacks whilst travelling	Claims will not be reimbursed unless they form part of the above meal allowance limits.	N/A
Service charges /tips	Where a gratuity / service charge is included in the bill then it will be reimbursed. Unless customary, other tips are at the discretion of the diner and claims will not be reimbursed.	Receipt required. N/A

Other Expenses

Table showing other expenses, expense item, policy and receipt or allowance.
Expense Item	University Policy	Receipt or allowance
Telephone calls (Business)	Please submit a claim for actual expense incurred.	Itemised bill required with business phone calls highlighted.
Phone line rentals	Claims will not be reimbursed.	N/A
Internet usage at home/home broadband	Can only be claimed where the bill separately identifies the amount of University business use.	Itemised bill required. with business usage highlighted.
Wi-Fi connections in internet cafes and similar	Can only be claimed where the bill separately identifies the amount of University business use.	Itemised bill required.
Pay As You Go Handsets	Claims will not be reimbursed.	N/A
Pay As You Go Top Ups	PAYG top ups for up to £10 will be reimbursed where the phone is being used solely for University business.	£10.00 based on receipt.
Couriers	Please use the approved supplier.	N/A
Childcare	Claims will not be reimbursed.	N/A
Kennelling/ Cattery Costs	Claims will not be reimbursed.	N/A
Travel insurance	Claims will not be reimbursed as all business travellers are covered by the University's business travel insurance. Please complete the University's travel pack to obtain cover.	N/A
Visas and vaccinations	Claims will be reimbursed where the visa or vaccination is required specifically for a business trip. Please submit claim for actual expense incurred.	Receipt required.
Equipment	The purchase of equipment on expenses and then reclaiming the amount must not be done. The University has contracts to purchase equipment with many suppliers, and the purchases can easily be made via purchase cards, purchase order, etc.
Books	The purchase of books, subscriptions, software, and lots of miscellaneous items must be done through the normal University purchasing channels. These methods include using purchase orders, purchase cards, or for small items, petty cash.
Subscriptions	Subscriptions that are ex officio (i.e., associated with a role rather than an individual) will be paid by the University. Personal subscriptions will not be paid. Subscriptions are viewed as taxable benefit by HMRC unless the society, club or body appears on “List 3”. If any tax benefit arises then it will be borne by the University for subscriptions that relate to the role. http://www.hmrc.gov.uk/list3/

5. Other Rules

Advances

Travel Advances

Advances to Staff and Students for travel and subsistence must be jointly authorised by a Line Manager/Budget Holder and the Chief Finance Officer or nominee. Within one month of the trip being completed, the receipts must be submitted, and any unspent balance repaid or claimed. Under no circumstances will a second advance be approved when the repayment of an earlier advance for an individual is still outstanding.

Currency Advances

Where a member of staff wants an overseas currency (e.g., USD) then they can request the amount as an Advance in accordance with section 4.1. Once the trip is complete then any surplus currency should be returned to the Finance Directorate Cash Office.

Trip Cancellations, Refunds and Compensation for delays

Cancellations

Where it is no longer possible to take a business trip, the traveller is responsible for notifying the travel supplier. This should be done as soon as possible to avoid cancellation charges. The University will not reimburse the Faculty or Directorate for cancellation charges unless exceptional circumstances apply when a claim may be made on the travel insurance policy.

Refunds for unused tickets

Unused tickets must never be destroyed as refunds are usually possible (subject to the type of ticket purchased and any ticket rules/restrictions).

The travel supplier used to purchase the ticket, can be contacted directly to arrange a refund.

In the event the trip has been arranged directly with an alternative supplier and paid for by purchase card, please contact them directly to find out whether a refund is possible. The refund must be credited to the card used.

Compensation for delays

Train operators and airlines usually compensate passengers for significant delays. The compensation amount will depend upon the length of the delay. Information about the amount’s payable can be found on the operator’s website.

Where the approved travel supplier has been used to purchase the ticket, please contact them directly. The original ticket will need to be returned to them for them to organise the compensation. The operator will check their running log to verify the length of delay and issue the appropriate compensation to the approved supplier. The approved supplier will notify the traveller once this has been received and the credit note will be issued by the supplier.

In the event the trip has been arranged directly with an alternative supplier and paid for by University card, the traveller will need to apply for the compensation and the refund must be credited to the card used.

Expenses

Expense Claims

Staff should book all travel and hotels through the approved supplier Diversity Travel subject to permitted exceptions. Staff should claim expenses only as a “last resort.”

The University will reimburse the actual cost of expenses incurred wholly, exclusively, and necessarily in the performance of the duties of an employee’s employment.

Expenses forms

If a person needs to claim expenses, then they should complete the official expenses form available from the Finance Directorate website at:
http://www.bradford.ac.uk/finance/financial-information/useful-forms/

Please complete your expense claim form clearly and correctly. Incomplete or unclear expense claim forms will be returned for re-submission. It must be signed by the claimant.

The form with receipts firmly attached (or attached separate sealed envelope) should be submitted for approval by your line manager who certifies the expense forms. The certified form should be forwarded to the Finance Directorate Creditor Payments Team.

Claim deadline.

Staff must submit expense claims within 1 month of the expense being incurred. Any claims submitted after this deadline will not be reimbursed.

Authorisation of Expenses

Expense forms cannot be self-authorised. Expense claims can only be authorised by a more senior budget holder – this is usually the claimant’s line manager.

Authorisation confirms that:

Any journey taken was authorised and necessary
Expenses were properly and necessarily incurred on University business in accordance with policy.

Foreign amounts

When you incur costs in a foreign currency e.g., not GBP, then you should record the currency amount and the sterling amount. You should use the actual exchange rate you obtained (supported by bank/credit card statement or Bureau de Change receipt) to convert the currency to GBP. If this is not available, then please use a currency converter on the web as an approximation.

Receipts

All items included on an expense claim form must be supported by a valid receipt. A valid receipt should, wherever possible, include:

Vendor address and/or name.
Breakdown of items (+ VAT breakdown if applicable).
Date of transaction.
VAT registration number (if applicable).
Total amount due

Please note, credit and debit card transaction receipts (i.e., from handheld PDQ or ‘chip & pin’ machine) are not considered valid receipts.

Photocopied receipts or photographic evidence of purchases are not acceptable. Printouts of online bookings with full details and costs of items purchased can be submitted.

In circumstances where a printed receipt is not available, handwritten receipts produced by the vendor are permitted, but should be on headed or stamped paper clearly stating the supplier details, date of transaction and list the details of the items purchased.

Original receipts should be sent with the claim to the Accounts Payable Team, Finance.

Allowances

The University operates a receipt-based system of expense reimbursement. It does not pay “expense allowances” or “per diems” or “round sum amounts”.

Payment

Expenses are normally paid within one month once the authorised claim has been received by the Creditor Payments Team. Payments are paid by BACS. If any of the expenses being claimed are taxable then they will be paid monthly with your salary.

6. Monitoring and review

The monitoring of this Policy shall be undertaken by Accounts Payable staff on a regular basis with monthly reporting reviewed by the AP manager. Review of the policy will be undertaken periodically but not exceeding a period of three years.