Travel and other staff expenses
Claiming for UK Travel
Guidance Notes for Travel and Subsistence
Expenditure for University Business in the UK
- The University will reimburse staff for reasonable expenditure
necessarily incurred in the course of the University’s business.
- Claims submitted to the Finance Office more than six months
following the date that the expenditure was incurred will not be reimbursed.
- Original receipts or vouchers, except for claims within the
University’s subsistence rates, must support claims for reimbursement
- Claims for travel by private car will require proof of adequate insurance cover by the claimant.
- Where claims are complex please schedule expenditure on a separate
sheet and enter the totals on the claim form. A suggested pro-forma
schedule is attached.
- Travel from home to normal place of work is not normally an
allowable expense. Allowable claims for journeys from home to work
will be taxable and paid through the payroll. The form “Claim for Journeys
from Home to Work” as shown in D.3.1c should be used.
- Travel by rail and air should normally be by second class rail
or economy air fare and applies to all University staff regardless
of status or source of funds. Travel other than by second class rail
economy air fare is permissible, where to do so is more efficient and,
in the case of air travel, where the travel involves more than 10 hours
flying time. The agreement of the Head of Department must be obtained
and justification must be given.
Essential Information Required When Making a Travel Claim
Purpose of Journey – Please enter as much detail as possible as
to the reason for making the journey.
Travel by private car – the names of the passengers
Subsistence and Incidental Costs – the number of days covered
by the claim
Entertaining – an explanation of the purpose of the entertaining,
the names and organisations of those attending
Air/rail travel other than second/economy class - approval of the Head
of Department and a justification for the method of travel.
For further guidance on the completion of claim forms please see the “Travel,
Subsistence & Expenses Guidance Notes” http://www.bath.ac.uk/finance/guidancenotes.pdf
The claim form, schedule and
examples for UK travel
Download claim form, schedule and examples for UK travel
form for journeys from home to work
Download claim form for journeys from home to work