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Policy

Rail travel is normally the most cost-effective option for travel to London. For longer journeys within the UK compare time and cost factors (including subsistence rates) against car and air travel options. Second class fare is payable unless first class travel is allowed by the Head of Department or other authorised person.

In all cases the cheapest available tickets should be purchased such as the appropriate rail saver, supersaver or Apex, many of which should be booked in advance. Wherever possible, business should be arranged so that rail travel can take place in off peak periods.


Procedure

Tickets can either be purchased in advance by the department through the travel management company or purchased by the employee and reimbursed on an expense claim form.

If a department is funding rail travel for a group of people who are not employees of the University and tickets can not be purchased in advance using the travel management company, then rail warrants can be provided. These warrants can be exchanged for tickets at the rail station and are issued by the Finance Division. For more information on rail warrants please contact the Head of Transaction Processing & Control.


Tax Implications

Provided rail travel is for University employees travelling on University business (not their partners) there is no taxable benefit regardless of whether it is using a warrant or a normal ticket. Therefore, it does not need to be included on the P11D.

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