Employee Expenses Annex - travel

This Annex clarifies the common expense types which are regarded as appropriate to incur whilst undertaking University business. The tables have three columns:

Before undertaking any business travel, employees must consider whether the business purpose can be achieved without needing to travel. Online meetings can offer an efficient (in terms of both time and cost) and sustainable alternative to physical travel. In cases where travel is required, it must be approved in advance. Employees can reclaim the Business travel relates to journeys an employee is required to make in performance of the duties of their employment at the University, for example, travel between their permanent or usual workplace and a temporary workplace; between temporary workplaces; or between home and a temporary workplace.

Business travel does not relate to journeys between an employee’s home and their permanent or  usual place of work: these are commuting costs.

If the employee travels direct from home to a temporary workplace, the mileage must 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

Tickets should, where possible, be booked through the University’s approved Travel Management Company (TMC), which enables the risks to both the employee and the University to be reviewed. Whilst cheaper fares may be found on the internet with low-cost carriers, the University’s TMC has a price-match offer for flights.

Employees must sign-up for the University’s travel insurance at the time of booking, that is before undertaking the travel.

Planning is essential to avoid unnecessary costs to the University. Where circumstances allow, tickets are to be purchased in advance for travel at off-peak times.

Tickets should, where possible, be booked through the University’s approved Travel Management Company (TMC), which enables the risks to both the employee and the University to be reviewed. Whilst cheaper fares may be found on the internet with low-cost carriers, the University’s TMC has a price-match offer for flights.

Employees must sign-up for the University’s travel insurance at the time of booking, that is before undertaking the travel.

Planning is essential to avoid unnecessary costs to the University. Where circumstances allow, tickets are to be purchased in advance for travel at off-peak times.

Airfares (including taxes)

Economy fares are to be used by all employees, as these give the best value for money and generate lower carbon emissions

Heads of Institutions may approve upgrade requests to travel Premium Economy or Business class if:

  • the flight time is more than eight hours, and the individual is working on behalf of the University within three hours of landing
  • flying economy class would be detrimental due to disability or health requirements

This applies:

  • only to the leg of the journey that meets the criteria. For example, if the outbound flight qualifies for an upgrade, the return flight must still be booked in Economy unless it independently qualifies
  • regardless of seniority and grade, whether the cost is being charged to a research grant or funds that are generated by the work of the individual

More expensive, fully flexible fares should not be used where flexibility in travel arrangements is not a business requirement

Air miles and loyalty or reward points: the decision as to what method or which carrier to use must not be influenced by personal promotional incentives such as air miles, personal credit card discounts or rebates.

Where the cost is being charged to a research grant, check if the terms and conditions allow upgrades.

Airline and agency booking fees

Airline fees for amending flight tickets. may be claimed where the flight was changed for business or other legitimate reasons.

Extenuating circumstances such as illness or caring responsibilities may be permissible reasons for a change.

Travel insurance

Travel insurance is provided by the University and so must not be purchased with travel costs as it will not be reimbursed.  

Employees must register for the University’s Travel insurance at the time of making overseas travel bookings.

Carbon offsets

Expenses should not be submitted for carbon offsets or credits purchased to offset travel through the airline or other provider.

Extras, for example, priority boarding, baggage

Optional extras, such as priority boarding, seat allocation and additional baggage, may only be claimed where there is a justifiable business reason for incurring the cost(s).

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. 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 a reduced rate of travel on the identified routes. Refer to the Travel by Bus webpage for details.

International rail and public transport

Standard class fare is payable unless a valid upgrade request has been approved by the Head of Institution to support productivity and comfort, especially where rail travel replaces flying.

For Eurostar travel, employees may submit expense claims for Economy or Eurostar Plus (Standard Premier) fares as appropriate. 

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.

In cases of travel disruption or delay, additional costs may be claimed. These may include: 

  • replacement tickets, 
  • taxis to meet connections, 
  • additional subsistence 
  • overnight accommodation

Claims are only eligible if the disruption is directly caused by the train operator. Where possible, the claim should be supported by formal evidence (for example operator communication, receipts).

All expenses must be deemed eligible at the manager’s discretion. Claims must also be reasonable and proportionate to the circumstances.

UK rail and public transport

Standard class fare is payable unless a valid upgrade request has been approved by the Head of Institution to support productivity and comfort, especially where rail travel replaces flying.

Day rider travel cards are allowed where cost effective.

Oyster cards:

  • only charges for actual journeys made are claimable and not the top up funding for travel cards.
  • each charged journey must be itemised and evidenced separately

Taxi services

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

Where a taxi is deemed necessary, request an electric or hybrid taxi where possible.

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

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.

Unregulated suppliers (for example, 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 will not be reimbursed nor charged to the University’s taxi accounts.

Vehicles must be insured, road-worthy and the driver must hold a valid licence.

Generally private vehicles are only used for business travel:

  • to accommodate disability or accessibility need
  • where public transport is unavailable, impractical or does not represent value for money

Where the use of a private (that is, not University or hire) vehicle has been agreed, a mileage rate can be claimed for the business journey element of any trip.

The mileage rates are set by the Finance Committee, limited to the HMRC approved rates, and reviewed annually.    

  • Cars (including EV):
    • 55p per mile for the first 10,000 business miles/tax year
    • 25p per mile thereafter
  • Passengers:
    • 5p per passenger per mile
  • Motorcycle:
    • 24p per mile

The University does not reimburse for cycle mileage.

Prior approval must be obtained from the Head of Institution and the Head of Accounting Services, Finance Division, before using a private vehicle for an overseas business trip.

Business use insurance

The cost of business use insurance must be met by the employee and will not be reimbursed.

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.

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.

For long journeys (that is, 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.

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 relating to parking or speeding fines, clamping fees or any other traffic offences.

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 and 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 and 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 or EV charging costs

Where there is no personal or private use of the hire vehicle, the actual cost of fuel or EV charging may be claimed via expenses.    

Refuel or recharge 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.