| Business mileage in private vehicles in the UK |
Generally, private vehicles are only used for business travel:
- to accommodate disability or accessibility need; or
- where public transport is unavailable, impractical or does not represent value for money
Where the use of a private (i.e., not University or hire) vehicle has been agreed, a mileage rate can be claimed for the business journey element of any trip.
 Assessing cost effectiveness
 Using private vehicle when not cost effective
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Motor cars:
45p / mile for the first 10,000 business miles/tax year
25p / mile thereafter
Passengers:
5p per passenger/mile
Motorcycle:
24p / mile
The University does not reimburse for cycle mileage.
Prior approval must be obtained from the Institution and the Head, Accounting Services, Finance Division, before using a private vehicle for an overseas business trip.
Mileage claims home to temp workplace
Mileage claim home to work
Bicycle mileage not claimable
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| Business use insurance |
The cost of business use insurance must be met by the employee and will not be reimbursed.
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Before a private vehicle is used for a business trip, the employee’s insurance must allow for business-use. The University is not liable for any claim excess in the case of a claim.
 Confirmation required
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| Parking, tolls, and congestion charges |
Where costs are incurred due to business need, parking, road and bridge toll costs, and congestion charges can be claimed. |
Parking fines, speeding fines, clamping fees and maintenance costs will not be met by the University and must not be claimed.
Where a parking meter was used and no receipt is available, a note or photo to that effect must be included with the claim.
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Tax treatment of business mileage claims