This policy sets out the rules and key principles in relation to the incurring, reclaiming, and processing of expenses for employees. The supporting annex provides claimants with an overview of the conditions applicable to distinct categories of spend and allowable exceptions.
Version history
Version 1.4
Approved by Council: 21 May 2026
Effective: 10 June 2026
Updates:
- Throughout: updates to allowable expenses to clarify expectations around sustainable travel
- Links: included links to direct staff to further information on use of Airbnb and unregulated suppliers, how to claim for staying with friends and family, exceeding rates in the UK and when attending a conference, tax treatment of accommodation costs and accommodation procedures.
- Reimbursment: updated to confirm that reimbursement for completed services is not allowed
- Rail and public transport: category has been split to accommodate UK and overseas travel.
- Electric vehicles: included EV charging in the hire vehicle costs.
- Rates: updates to accommodation rates
- Eye tests: updated allowable expenses
Previous versions
Version 1.3
Approved by the University Finance Committee: 10 December 2024
Approved by Council: 20 February 2025
Effective from: 1 March 2025
Version 1.2
Approved by the University Finance Committee: 10 July 2023
Approved by Council: 18 September 2023
Effective from: 1 October 2023
Latest version updated 09 June 2026