Public transport: expenses policy

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	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 identified routes. Refer to the Travel by Bus webpage for details.
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.
Taxis 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. 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. 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.

Latest version updated 28 Feb 2025, effective 1 Mar 2025

Public transport: expenses policy

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