This table forms part of the Employee Expenses policy. Any deviations from the policy must adhere to the key principles and be authorised by the Head of Institution. It is to be applied in conjunction with the Business Travel values, and, where appropriate, align to the funder’s terms and conditions.
| Expense category | Allowable expenses | Guidance / additional information |
|---|---|---|
| International and air travel | Alternatives to flying (e.g., train or ferry) are encouraged wherever possible and practical to do so. Train travel should be prioritised over air travel for European destinations, including all those served by Eurostar. | Guidelines for Sustainable Travel, section 5.11. encourages staff to consider train travel
|
| Airfares (incl. taxes) |
Economy fares are to be used by all employees, as these give the best value for money and generate a lower carbon footprint. Heads of Institutions may approve upgrade requests to travel Premium Economy/Business class if:
This applies regardless of seniority/grade, whether the cost is being charged to a research grant or funds that are generated by the work of the individual. |
More expensive, fully flexible fares should not be used where flexibility in travel arrangements is not a business requirement. |
| Airline/agency booking fees, etc. | Airline fees for amending flight tickets, etc. may be claimed where the flight was changed for business or other legitimate reasons. | Extenuating circumstances such as illness or caring responsibilities may be permissible reasons for a change. |
| Travel insurance | Travel insurance is provided by the University and so must not be purchased with travel costs as it will not be reimbursed. | Employees must register for the University’s Travel insurance at the time of making overseas travel bookings. |
| Carbon offsets | Any costs claimed must follow the University Carbon Offsetting Guidance. | The funder’s policy must be checked to ensure it allows for carbon offsetting before committing to it. Where allowed, an approved scheme must be used. Further information and guidance for institutions is available from the Sustainability Team. |
| Extras, e.g., priority boarding, baggage | Optional extras, such as priority boarding, seat allocation and additional baggage, may only be claimed where there is a justifiable business reason for incurring the costs. |
