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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 
Public transport
Public transport should be used, if appropriate, for business journeys as it is often the most cost effective and sustainable means of travel within urban areas and to/from airports.
When assessing the cost effectiveness, consideration should be given to frequency, speed, and the convenience of stops, etc. For longer journeys, consider the time and cost factors (including subsistence rates) as well as the environmental impact when compared to car and air options.
Universal bus service Within Cambridge, staff are encouraged to use, where possible, the Universal bus service. The Universal bus service is subsidised by the University. All holders of a University card are entitled to reduced rate travel on the route between Madingley Park and Ride and Addenbrookes hospital.
      Rail and public transport

    Standard class fare is payable unless a valid upgrade request has been approved by the Head of Institution.

Day rider travel cards are allowed where they are cost-effective.

Top up funding for travel cards, such as Oyster, will not be claimable, only the charges for the actual journeys.

Each charged journey must be claimed and evidenced separately.

Rail travel is often the most cost effective sustainable option for domestic and European travel.

It is recognised that travel by train rather than plane may result in the need for additional subsistence and accommodation costs and these should be approved in advance.

Where safe and practical, public transport must be used for travelling on University business.
Taxi service Taxis must only be used where:

  • there is no suitable public transport for short journeys
  • several employees are travelling together, and a taxi is cheaper than public transport
  • the use of public transport is not a viable option due to carrying heavy or valuable items
  • there are staff with disabilities travelling and a taxi is more suitable

In certain circumstances the University may reimburse taxi journeys between home and the workplace (and vice versa). Typically, this would be for exceptional late-night working, or to accommodate employees with disabilities.

icon indicating tax treatment Tax treatment of taxi costs

Institution taxi accounts
Within Cambridge, bookings should be made with local operators using, where possible, accounts previously set-up by the institution where the operators invoice the University directly.

icon to indication further information University taxi accounts

Unregulated suppliers (e.g., Uber)
The use of such suppliers is discouraged. They must only be used if no other suitable provider is available and following an adequate risk assessment by the individual.

Taxis to attend social events
Taxis to attend social events will not be reimbursed nor charged to the University’s taxi accounts.

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