The underlying intention of the policy is to reimburse employees for expenses incurred wholly and necessarily in the course of University business ensuring that employees neither gain nor lose financially and to ensure compliance with HMRC legislation. This is in the context that employees are expected both to minimise costs without impairing the efficiency of the University and to avoid any cost to the University that an external observer might regard as being an unnecessary or excessive use of charitable funds.
The University Financial Regulations state that "The Financial Procedures Manual lays out further financial requirements including in respect of travel, subsistence and entertainment and related matters."
Travel and subsistence reimbursement claims must be made on University claim forms or other forms or means approved by the Director of Finance. Rates of reimbursement are set by the Finance Committee and notified to Departments and Faculties by the Finance Division. Payments may only be made within these approved rates. The claims must be:
- Only actual expenditure incurred on University business will be reimbursed, in accordance with the rates set by the Finance Committee.
- Supporting vouchers for the cost of accommodation, food and other items of expenditure must be produced.
- Where a claim is made for the use of an employee's vehicle the vehicle must be adequately insured.
- Subsistence expenses will only be paid where the employee is required to be away from their normal place of work.
Under no circumstances must cash be given to casuals from tills, petty cash or from funds obtained through the expenses claim form. Similar restrictions will apply to staff on overseas assignments who engage local field staff.