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Staff are required to use the most cost-effective form of transport.

This includes, for public transport, purchasing the cheapest available tickets (e.g. the appropriate rail saver or supersaver or the cheapest available flight). Wherever possible business should be arranged so that rail travel can take place in off peak periods.

For car travel, using rail or a hire car for long distance travel where the cost of these is cheaper than the mileage which would be claimed; and only using a taxi where public transport is not available.

Heads of Departments may authorise travel by means other than the cheapest where this in the interest of the University business.

As an exception to the rule above, employees may chose a more expensive form of transport where the chosen method of transport is less harmful to the environment. Typically this will involve an election to travel by train in preference to car or short haul flight.

Mileage Rates

The University will pay a mileage allowance where employees use their car or motorcycle for business travel. Business travel means journeys which employees make to or from a place they have to attend in the performance of their duties but not any travel from home to a University site.

The rates of mileage as from January 2020 are as follows:

Travel by car (irrespective of size) 45p a mile up to 10,000 miles
  25p a mile thereafter
Travel by Motorcycle 24p a mile
Passenger(s) 5p per passenger per mile

If the employee travels direct from home, the mileage should be the lower of:

  • The mileage actually incurred or
  • The mileage which would have been incurred if the journey had started and finished at the normal place of work.

When using a vehicle for business travel the employee must ensure that their personal insurance allows business use of the vehicle.

For travel to destinations served by rail link from Cambridge, mileage claims will be restricted to the lower of the actual mileage claim or the second class rail fare which would have been payable.

CAMbens Lease Car Users

Mileage claims for CAMbens Lease Cars: Standard rate of 45p a mile does not apply. Please refer to the HR website regarding using HMRC advisory rates.

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