Members should seek
reimbursement of travelling costs locally whenever possible and
should only seek reimbursement from the College if funds cannot be
obtained from other sources. A letter from the Member's employing
authority for those travel expenses that cannot be reimbursed
locally should be sent to the College's Finance Department.
Elected members who incur unavoidable travel
and subsistence expenses in attending meetings of the following may
claim reimbursement from the College if not able to claim from an
employer, Central Executive Committee (CEC), Education, Training
and Standards Committee (ETSC), Standing or Special Committees of
CEC or ETSC, Executive Committees of Faculties, Sections and
Divisions. Co-opted members may claim provided that that their
cooption has been approved by the Executive and Finance Committee.
Members of Sub Committees or Working Groups may claim expenses if,
and to the extent that, CEC has specifically authorised the groups.
Payment of other expenses must be authorised in advance by the
Honorary Treasurer.
In addition the reimbursement of travel expenses incurred by
such sub-committees or working groups as the Council specifically
authorised will be paid. Co-opted members, seeking reimbursement of
travel expenses, must have their co-option approved by the
Executive and Finance Committee before submitting claim
forms. Arrangements under the new committee structure are as
above.
Public Transport Travel
The College will only reimburse standard class rail travel. All
other public transport (tubes, buses, etc) will be reimbursed.
Members will be reimbursed for first class rail sleepers. Council
agreed that Members should use reduced fare tickets whenever
possible, particularly when attending meetings held in the
afternoon. The College will not reimburse travel made
with an Oyster card.
Domestic Air Travel
Claims for air travel will only be accepted when committee members
cannot reasonably be expected to arrive on time using other modes
of transport. Prior approval from the College Treasurer is
required.
International Air Travel
The College will only reimburse the least expensive air fares which
will usually be Economy or Apex. Air fares can often be
considerably reduced if travellers stay overnight on Saturdays.
Members are asked to take this into account when booking fares.
Motor-car Travel
35p per mile, irrespective of engine capacity. Claims for motor-car
travel, which are in excess of standard class rail travel, will
only be considered in special circumstances. Claims for parking
fees should be submitted with relevant receipts.
Taxis
Taxi fares are only permissible where heavy luggage is carried,
where there is no other suitable method of public transport or when
it is essential to save time. All receipts must be submitted.
Subsistence
Overnight hotel stay in London, Dublin or Edinburgh - up
to £135 per night.
Overnight hotel stay elsewhere - up to £120 per night.
Day Subsistence
to cover food and beverage costs on production of receipts
Breakfast up to £10.00
Lunch up to £15.00
Dinner up to £25.00
Members are asked to provide original receipts (or
tickets for travel claims) for all expenses claimed,
including hotels, car parks, taxis, bus, tube (receipts can be
obtained when purchasing the ticket or ask to be let through the
barrier at the station to ensure that the ticket is not retained),
trains, airfares and meals.
Claims will not be paid without the production of original
receipts & tickets. Requests for reimbursement of travel
expenses, which are not covered by the guidelines above, should be
discussed with the College Treasurer in advance of claims being
submitted.
Please note that travel expenses must be submitted within
eight weeks of the date of the event for which
travel is being claimed. Travel claims will not usually be
reimbursed if received after eight weeks. All
expense claim
forms must be completed in full, then signed and dated by the
claimant.
Please send form, with receipts, to:
The Finance Department
The Royal College of Psychiatrists
17 Belgrave Square
London
SW1X 8PG
Executive and Finance Committee
June 1999