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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 

Hire vehicle costs
For long journeys (i.e., over 100 miles) where there is no suitable public transport available, it may be more cost effective to use a hire vehicle rather than claim mileage. In comparing the relative costs, account needs to be taken of additional charges such as delivery, collision damage waiver and fuel, etc.

For short trips outside Cambridge, where it is safe and appropriate, a claimant may choose to hire a bike or scooter from a Department of Transport recognised public hire scheme.

Use of hire vehicles for private purposes is not allowed. The University is not liable for any costs.

Hire vehicles

Where appropriate, and where a booking cannot be made directly by the institution, hire vehicle charges may be reclaimed via expenses.

Restrict the size of the vehicle to what is necessary for the trip and consider using an electric vehicle.

Within the UK, hire car bookings should normally be made directly by the institution, using the University’s preferred supplier.
Hire vehicle insurance

Any hirer must take out the additional insurance cover with the hire company to ensure that they are covered.

This is normally included within the overall hire charge and can be reclaimed via expenses (where the University is not invoiced directly by the hire company).

The University’s motor insurance policy does not provide cover for employees driving hired/leased vehicles on University business.
Hire vehicle delivery, collection, and return Ideally vehicles are to be collected from the hire company by the driver, but they may be delivered/collected by the hire company provided that the cost is reasonable and necessary for operational purposes. It is the employee's responsibility to ensure that the vehicle’s condition and inspection is accurate at the point of pick up and return.
Hire vehicle fuel costs Where there is no personal/private use of the hire vehicle, the actual cost of fuel may be claimed via expenses. Refuel the vehicle before returning to the hire company, as this is normally cheaper than paying the hire company’s refuel rates.
Hire vehicle insurance excess claims In the event of an accident, the employee must liaise with their institution to agree how any additional costs will be settled with the supplier. Where excess charges are incurred for any insurance claims, they will be the responsibility of the institution.

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