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Travel policy

Expenses

Reasonable expenses are paid when travelling to the workshop.

The policy below assumes the team will be travelling together. If this is not the case, ask for some advise on the variations that may incur in your claim (eg if a team of five are travelling by both rail and car, a claim can be made for all rail travel but mileage for only one vehicle).

Expense claims should be made in accordance with the instructions outlined below.

Reasonable is defined as reimbursement for the following:

Travel Policy
 

Mileage

Mileage can be claimed for two cars per team when travelling to and from the workshop.

The journey is defined from your current university of study to the workshop.

When using your own vehicle check your motor insurance allows you to do so. Normal motor insurance cover is for social, domestic and pleasure use only.

The mileage allowance that can be claimed for a car is 30p per mile and 24p per mile for a motorcycle.

Car Hire

It may prove more economic to use a hire car rather than claiming for mileage. One hire car can be claimed for when the whole team is travelling to and from your current university of study to the workshop.

In order to minimise costs it is important that the car is refuelled before it is returned to the hire company.

Please take advice from your University regarding their preferred supplies for car hire.

Parking Charges

Parking charges incurred as part of the journey may be claimed. Receipts are required, however, if these are not available in instances such as paying by mobile phone proof is required by supporting credit card statement.

YES will not reimburse any parking fines or costs for any other traffic offences committed whilst to and from, and during the workshop. 

Rail

The fare for a standard rail journey, for five members of your team, will be paid.

You must book your tickets in advance to secure the best fare possible. If you have a railcard, please use this to secure an even better fare. Advance Purchase fares can be the cheapest form of rail travel. These tickets come on sale about 12 weeks before the date of travel so planning your journeys needs to be done well ahead. For some journeys, especially if more than one rail company is involved, it may be necessary to purchase separate tickets for specific legs of the journey to obtain the best overall fare.

Where possible a shuttle bus service will be provided between the train station and the workshop venue.

You must keep your tickets when leaving the station to claim reimbursement so ensure you present your ticket to a member of the station staff at the barriers.

Underground

Receipts are not required as it is recognised that the ticket can sometimes be retained by the underground ticket barriers. Where personal Oyster Cards are used, you may only reclaim the cost incurred on the journey.

Railcard

A 16-25 Railcard cannot be claimed for.

Taxi

The fare for necessary journeys by taxi can be claimed, however, it is expected that this means of travel is used only where other forms of public transport are not available or impractical in the circumstances.

Air Fares

It may prove more economic to fly. All travellers are expected to travel on the lowest suitable airfare available.

Hold luggage cannot be claimed for.

Meals

Refreshments, breakfast, lunch and/or dinner, before or during travel, cannot be claimed for.

Expense Claim

Submit one claim per team wherever possible. Submission is the responsibility of the team co-ordinator using the official University of Nottingham claim form with evidence of spend (eg tickets, receipts) for all members.

The claim should be signed and all receipts securely attached on the back of the form with staples.

It is advisable to keep a photocopy of the claim and receipts for your personal records. This will help if there are any discrepancies or the claim is lost.

Once completed, please return to Tracey Hassall-Jones at the address below who will organise authorisation and then pass to the Payment Centre for processing.

You will receive money into your bank account within five to six weeks of submission.

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