This table forms part of the Employee Expenses policy. Any deviations from the policy must adhere to the key principles [1] and be authorised by the Head of Institution. It is to be applied in conjunction with the Sustainable Business Travel [2] values, and, where appropriate, align to the funder’s terms and conditions.
Expense category | Allowable expenses | Guidance / additional information |
---|---|---|
Use of an employee’s own vehicle Vehicles must be insured, road-worthy and the driver must hold a valid licence. |
||
Business mileage in private vehicles | Generally, private vehicles are only used for business travel:
Where the use of a private (i.e., not University or hire) vehicle has been agreed, a mileage rate can be claimed for the business journey element of any trip. The mileage rates are set by the Finance Committee, limited to the HMRC approved rates, and reviewed annually. |
Motor cars: Passengers: Motorcycle: The University does not reimburse for cycle mileage. Mileage claims home to temp workplace [5] |
Business use insurance |
The cost of business use insurance must be met by the employee and will not be reimbursed.
|
Before a private vehicle is used for a business trip, the employee’s insurance must allow for business-use. The University is not liable for any claim excess in the case of a claim. |
Parking, tolls, and congestion charges | Where costs are incurred due to business need, parking, road and bridge toll costs, and congestion charges can be claimed. |
Parking fines, speeding fines, clamping fees and maintenance costs will not be met by the University and must not be claimed. Where a parking meter was used and no receipt is available, a note or photo to that effect must be included with the claim. |
Links
[1] https://www.finance.admin.cam.ac.uk/employee-expenses-policy/key-principles
[2] https://www.finance.admin.cam.ac.uk/employee-expenses-policy/annex-how-apply-policy/business-travel
[3] https://www.finance.admin.cam.ac.uk/FPM5b-expenses-additional-information-pvtvehicle#cost
[4] https://www.finance.admin.cam.ac.uk/FPM5b-expenses-additional-information-pvtvehicle#notval
[5] https://www.finance.admin.cam.ac.uk/FPM5b-expenses-additional-information-pvtvehicle#hometemp
[6] https://www.finance.admin.cam.ac.uk/FPM5b-expenses-additional-information-pvtvehicle#norm
[7] https://www.finance.admin.cam.ac.uk/FPM5b-expenses-additional-information-pvtvehicle#bike
[8] https://www.finance.admin.cam.ac.uk/FPM5b-expenses-additional-information-pvtvehicle#ins
[9] https://www.finance.admin.cam.ac.uk/FPM5b-expenses-additional-information-pvtvehicle#tax