Keele University: Reimbursement of Travel Expenses Procedures
(Summary)
The complete document can be accessed by the clicking on the following link to the
Keele University webpages: Keele University – Procedures for the Reimbursement
of Travel and Subsistence.
Associated paperwork such as Expenses Claim Forms can also be accessed here.
Introduction
“The University Financial Regulations and these Procedures must be adhered to at
all times, see section 9.6 Travel, Subsistence and Other Allowances within the
Financial Regulations for further information.
These Procedures will apply to all employees, members of the Council and any other
persons (herein after collectively referred to as claimants) who are travelling on
official business on behalf of the University.”
Keele University – Procedures for the Reimbursement of Travel and Subsistence,
page 3.
Associated Forms
1. TRAV A: Prior Authorisation for Travel
The TRAV A form is to be completed by ALL claimants who are travelling on official
business on behalf of the University prior to travelling for:
a) all international travel journeys.
Please note that Keele University employed staff are required to complete a
Risk Assessment Form prior to travel to ensure adequate travel insurance is
in place.
b) for those journeys within the UK likely to cost more than £350.
c) Travel expenses for spouses / partners or other persons not connected with
the University.
This includes staff members, non-staff members, and students etc. who are claiming
against a Keele University budget code.
The completed form should be forwarded to Jeanette Forrester, Guy Hilton Research
Centre or Jayne Bromley, Huxley Building for authorisation prior to arranging travel
arrangements. The appropriate administrator will advise when the form is approved /
not approved.
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2. TRAV D1: Staff Expenses Form
The TRAV D1 form is to be completed by all Keele University employed staff. The
form can be completed online and printed; but it cannot be saved. Alternatively the
form can be printed and completed by hand.
Keele University employed staff are paid via the payroll system. Expenses will be
paid in the current months’ payroll if received by the finance department on or before
15th of the month.
Expenses need to be processed by the appropriate administrator and approved in
the Institute before sending to the finance department for payment.
Please allow extra days for processing prior to the 15th day deadline.
3. TRAV D2: Non Staff Expenses Form
The TRAV D2 form is to be completed by others who are not employed by Keele
University. The form can be printed and completed by hand.
Non Staff are paid via the creditor payments system by direct transfer into a bank
account.
Please pass the expense claim with original receipts to the appropriate administrator
– see below.
General Expenses Guidelines

All claims made for business travel and subsistence, other than mileage
claims, must be for actual expenditure incurred and must be supported with
original receipts. Photocopies are not acceptable.

Mileage Rates: up to 10,000 miles per annum is 45p per mile, thereafter is
25p.

Claims for reimbursement should be made as soon as possible and in any
case not later than three months after the expenditure has been incurred
where there has been no advance payment.

Claims for business journeys that start or end at home should be for the
lesser of:
(a) the distance actually travelled, or
(b) the distance that would have been travelled if the journey had started or
ended at the claimant’s normal place of work.

Consumables: Ordinarily equipment and consumables must always be
purchased through the University’s own purchase ordering system and not by
individuals to be reclaimed at a later date through the staff expense claim
system. However, equipment and consumables may be purchased by an
individual and reclaimed through the staff expenses system as long as the
total value of such items does not exceed £50 and can be supported by
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detailed, original receipts. Exceptionally, the £50 limit can be exceeded but
only with the prior approval of the Procurement Manager.
Non Claimable Expenses

Claimants making a business trip cannot claim for items such as private
phone calls, mini bar, alcoholic drinks with or without meals, laundry,
newspapers, film/DVD hire, use of leisure facilities, gratuities (unless included
in any service charge) and private internet access.

Alcoholic Drinks: No reimbursement for alcoholic drinks will be made where
staff are claiming subsistence expenses whilst on University business.
The exception to the rule is when staff members are entertaining visitors from
outside the University and wholly on University business. Claimants must then
state the names of the external visitors along with the nature of the business.
The claim for alcoholic drinks must not be excessive.

Subscriptions to professional bodies will not be reimbursed as part of the
Travel and Subsistence claim. In exceptional circumstances, the Vice
Chancellor may authorise such a reimbursement if it is proven to be wholly,
exclusively and necessarily required to enable a member of staff to perform
their duties and responsibilities.
Subscriptions should be processed through the purchasing ordering system.
ISTM Contacts
Paula Marsh (Hartshill -T accounts, Institute accounts)
p.marsh@bemp.keele.ac.uk
01782 554253
Anne Harrison (Hartshill - R accounts)
d.a.harrison@pmed.keele.ac.uk
01782 554603
Christine Bain (Huxley – Purchasing & Accounts)
c.a.bain@biol.keele.ac.uk
01782 733030
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