Travel and accommodation claims
The College will reimburse the cost of travel and accommodation for speakers at our events where approval has been given. Please refer to your speaker letter for details on what you are allowed to claim.
If expenses have been approved for you please make your own arrangements and claim reimbursement after the event has taken place. You will need to submit all expenses through our online system , we will send you details on how to do this after the event has taken place.
The most economic means of travel should be chosen if practicable and you should use existing travel cards or season tickets wherever possible.
Please refer to the information below when booking travel and accommodation
Travel claims
Public Transport
submission of a receipt via the My Expenses Online platform.
Taxis
You should not take a taxi when there is public transport available, unless it is cost effective due to a significant saving of journey time or the number travelling together, or using public transport is not reasonably practicable. A receipt should be obtained for submission via the My Expenses Online platform.
Use of taxis for long-distance travel is not permitted, unless it has been approved in advance by your College Contact.
Car, Motorcycle and Bicycle
Less carbon intensive methods of transport should be used but where it is cost effective for you to use your car or motorcycle for College related travel, and you have been authorised to do so, you can claim a mileage allowance on proof of mileage. You can also claim any necessary congestion charges and parking costs which must be supported by a receipt or the display ticket.
Car mileage and motorcycle mileage at 45p per mile (regardless of engine capacity). The total reimbursed for car or motorcycle travel will not normally exceed the standard class rail fare for the equivalent journey. Bicycle mileage at 20p per mile under the following conditions:
- The bicycle is in good working order and is maintained regularly
- The bicycle has functioning lights
- The cyclist is wearing high visibility clothing and a safety helmet
We will not reimburse vehicle hire, unless agreed in advance or under exceptional circumstances.
We will not reimburse penalty fares or fines for parking or driving offences.
Flights
The College has implemented an updated travel policy to reflect our commitments to achieve net-zero by 2040. As part of this update, the College will no longer reimburse flights within mainland GB, in efforts to further reduce our carbon output. Please note, this does not include air travel to and from Northern Ireland, Shetland Islands, Orkney Island, Outer Hebrides or other islands off mainland Britain. The College will not reimburse any claims for air travel within mainland GB (not including the listing above) unless an exception has been granted. The College will review exception requests on a case-by-case basis. Any exceptions must be signed off by the Treasurer and Chief Executive.
Accommodation claims
If accommodation has been approved you may claim the following. Please refer to your speaker letter to confirm the number of nights you are allowed to claim.
The price of the hotel must not exceed the following College limits: London, other major cities, and international locations £250.00 per night (£200 per night for all other locations), including VAT. Prices may vary due to local demand. These are the maximum rates the College will reimburse (whether booked by the College or not). This MUST include the room, breakfast, and VAT.
For the purposes of this policy, the following are considered as major cities:
- London
- Manchester
- Liverpool
- Birmingham
- Edinburgh
- Belfast
- Leeds
- Bristol
- Cardiff
- Glasgow
- All other international cities
If you have any further queries relating to your travel and accommodation claim please contact your Event Manager.