Version history

Version 1.5
Approved by Council:
Effective: 1 August 2026

Update

Amendment of mileage rates to 55p per mile for the first 10,000 business miles per tax year

Previous versions

Version 1.4
Approved by Council: 21 May 2026
Effective: 10 June 2026

Updates:

Throughout: updates to allowable expenses to clarify expectations around sustainable travel
Links: included links to direct staff to further information on use of Airbnb and unregulated suppliers, how to claim for staying with friends and family, exceeding rates in the UK and when attending a conference, tax treatment of accommodation costs and accommodation procedures.
Reimbursment: updated to confirm that reimbursement for completed services is not allowed
Rail and public transport: category has been split to accommodate UK and overseas travel.
Electric vehicles: included EV charging in the hire vehicle costs.
Rates: updates to accommodation rates
Eye tests: updated allowable expenses

Version 1.3
Approved by the University Finance Committee: 10 December 2024
Approved by Council: 20 February 2025
Effective from: 1 March 2025

Updates:

Throughout: the "Guidance and additional information" column renamed "Additional information"
Universal bus service: additional information wording updated to remove specific routes
Business mileage in private vehicles: header amended to include "in the UK" and following wording added to Additional information "Prior approval must be obtained from the Institution and the Head of Accounting Services, Finance Division, before using a private vehicle for an overseas business trip"
Hire vehicle costs: last paragraph amended to read "The University is not liable for any costs relating to parking or speeding fines, clamping fees or any other traffic offences"
Accommodation in the UK rates updated: London changed to major cities, which include Birmingham, Bristol, Edinburgh and Manchester. The rate is £200. The rate outside a major city is £140
Accommodation overseas: Added "For longer stays, e.g., research fellow, rental accommodation should be investigated to ensure the best use of University funds".
Eye tests and glasses: allowable expenses amended to read "This is no longer an allowable expense as of 1 Jan 2025. However, any employee who is a regular user of a Visual Display Unit,may request a voucher for an eyesight test through Occupational Health. Additional information amended to read "Where approved by Occupational Health, the voucher covers the cost of an eyesight test...Refer to the Occupational Health webpage on eye tests."

Version 1.2

Approved by the University Finance Committee: 10 July 2023
Approved by Council: 18 September 2023
Effective from: 1 October 2023

Latest version updated 09 June 2026