Code:
Title:
Date:
Approval:
QA302
Travel & Subsistence Policy for University Staff
Feb 2014
UMT – 23 April 2014
1.0 Purpose
To ensure that the University correctly reimburses employees for properly authorised and
reasonable travel and subsistence expenses incurred in the performance of their duties.
2.0 Description
2.1 The University will reimburse employees for reasonable travel and subsistence in accordance
with this policy and provided that the procedures put in place under this policy are followed.
2.2
Travel and subsistence reimbursement will not exceed the rates authorised from time to time
by the Department of Finance and known as Civil Service Rates.
2.3
Travel arrangements must normally be agreed in advance by the budget holder.
2.4
Travel and subsistence expenses are not intended to be a source of profit for individuals, nor
does the University expect staff to incur financial loss when travelling on University business in
compliance with the provisions of this policy.
2.5
Expenses will not be paid in respect of any portion of a journey which covers all or part of the
claimant’s usual route between home and normal place of work.
2.6
Travel should be undertaken only when necessary for the work of the University.
2.7
Claimants are expected to seek best possible value for money in all aspects of their travel
arrangements1 and to exercise reasonable care and diligence in so doing. Where
circumstances permit, travel should be planned to take advantage of discounted fares that
may be available by advance purchasing.
2.8
Travel should be via the shortest practicable routes and by the most economically practicable
mode of travel.
2.9
The University has a contract for provision of travel management services. This is of particular
benefit in saving staff time and achieving value for money when making long haul and
complex travel arrangements, where it should be used.
2.10 Public transport should normally be used when travelling on University business. Where
public transport is not available or not suitable, own transport may be used subject to Policy
QA303. This policy requires justification for use of own transport if applicable.
2.11 The use of privately hired means of transport (other than reasonable use of taxis and/or rental
vehicles) requires prior approval by the President.
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Travel arrangements include both travelling and subsistence (bed, meals etc.) arrangements.
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2.12 The use of premium classes of air travel requires prior approval by the President.
2.13 Partners and spouses who accompany University staff on University business are responsible
for their own costs. In exceptional circumstances, the University may deem it necessary for
partners/spouses to accompany University staff on University business at the University’s
expense. Prior approval of the President must be granted in such cases.
2.14 Additional costs associated with extending a University funded trip for private purposes must
be borne directly by the claimant, who must be able to demonstrate that no additional cost
has been incurred by the University.
2.15 The purpose of the University’s Travel and Subsistence procedures is to reimburse claimants
for their reasonable expenses. The procedures should not be used to purchase goods and
services which should properly be obtained under the relevant University procurement
policies and procedures.
3.0 Responsibilities
3.1
Limited authority to approve travel and subsistence expenditure is delegated to relevant
University budget holders through a decentralised structure.
3.2
The claimant and the authoriser of the claim shall not be one and the same person. As a
general principle the person authorising claims must be at a more senior employment grade
than the claimant. Claims must be approved by the budget holder or in the case of budget
holder claims, by a second approver at a more senior employment grade than the budget
holder.
3.3
Both budget holder and approver (if applicable) are charged with reviewing expense claims to
ensure value for money, completeness of detail, appropriateness, necessity and relevance to
the specific business of the University, prior to authorising same. In addition, they are
responsible for adherence to this policy and adherence to the claim procedures outlined in
attached. This responsibility cannot be delegated when nominating a substitute approver.
3.4
All travel and subsistence claims exceeding €2,000 must, in addition to the requirements
above, be authorised by the relevant UMT member (or his/her nominee).
3.5
‘Ownership’ of this policy rests with the Director of Financial Accounting.
4.0 Attachments
 Procedure for Claiming Travel & Subsistence Expenses for University Staff
 Subsistence Allowances
5. 0 Related Policies
 Policy on use of own transport – QA303
 Policy on Travel & Subsistence for visitors/contractors – QA304
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Procedure for Claiming Travel & Subsistence Expenses for University Staff
1.0 Purpose
To outline the procedures to be utilised by staff when claiming travel and subsistence expenses
authorised under the Travel and Subsistence Policy for University staff – QA302.
2.0 Description
2.1 Claims for reimbursement of travel expenses must be made as soon as possible and, in any
event, no later than 3 months after the date incurred.
2.2
Staff claims for reimbursement of travel and subsistence must be made via the University’s
self service web expenses system. Each expense claim must clearly and succinctly record:
 Full particulars of the trip/event which is the subject of the claim
 Purpose of trip, departure and arrival times (if relevant), destination, mode of travel,
justification for use of own transport (where relevant), ancillary costs incurred, details of
fellow travellers (if costs incurred by claimant), attendees at meals etc (if any) for which
costs are claimed
 Justification for the purchase of any relevant items via expense reimbursement rather
than under procurement policies and procedures.
2.3
Receipts and vouchers (where required) should be attached to the printed claim form prior to
submission for authorisation. Receipts and vouchers are not required to support claims for flat
rate subsistence allowances.
2.4
When claiming flat rate per diem subsistence rates an appropriate deduction must be made
for meals, accommodation etc provided as part of the visit/trip/conference.
2.5
Once completed on-line and saved as ‘ready’, staff claims must be printed, signed, receipts
attached (if applicable), and the paperwork enclosed in the purpose-designed window
envelopes so as to display the system generated claim number. The authorising budget
holder may (at their discretion) require sight of the claim and supporting documents, in which
case the claimant must submit the claim for review, counter signature, and ‘on-line’
authorisation.
Alternatively, the authorising budget holder may (at their discretion) elect to authorise the
claim on-line without sight of the claim and supporting documents.
In either case, claimants and authorisers should not send completed claims to the Finance
office until they have been approved ‘on line’.
2.6
The budget holder (or authoriser) must satisfy themselves that claims they authorise are fully
compliant with policy prior to authorising them via the web expenses system.
2.7
Reimbursement of authorised claims will normally be made within 10 days of receipt of the
supporting documentation in the University’s Finance Office.
2.8
Advances may be granted of up to 75% of estimated out-of-pocket expenses. The onus is on
the claimant to repay any such advances from the proceeds of the related/subsequent claim.
Where advances have been given, claims must be submitted within one month of travel. If
related claims are not submitted in line with this policy QA302, advances will be treated as
salary advances and deducted from the next applicable salary payment.
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3.0 Responsibilities
Name
Staff member travelling/claiming
Staff member travelling/claiming
Budget Holder/Authoriser
Responsibility
To ensure that travel & subsistence has been
conducted within the University Policy as
outlined in QA302
To apply via the web portal for reimbursement
of expenses within 3 months
To ensure that the travel and subsistence
policy has been complied with and to approve
the reimbursement of expenses. The onus is
on the approver to satisfy themselves that
claims they approve, and/or those claims that
are approved on their behalf, are wholly in
compliance with the particulars of the
University Travel and Subsistence policy. This
responsibility cannot be delegated when
nominating a substitute approver.
The following table outlines approvals required for senior management.
Expense Claimant
President
Registrar & Deputy President
Other UMT members
VP Research & VP Student Experience
Deans
Head of School
Head of Discipline
Head of Administrative Unit
Research Institute Director**
Research Centre Director
Research Budget Holder
Researcher
All Other Staff
Approver
Registrar & Deputy-President*
Bursar*
President*
Registrar & Deputy President*
Registrar & Deputy President*
Head of affiliated College*
Head of affiliated School *
Relevant UMT member*
Head of affiliated College*
Head of affiliated School*
Head of affiliated School*
Research Budget Holder *
Head of Academic */ Administrative Unit *
* or authorised nominee. While authorised nominee(s) may authorise expense claims ‘on line’ on behalf of approvers,
the onus is on the approvers to ensure compliance with policy
** Directors of Research Institutes DERI, NCBES, Ryan Institute, Moore Institute, Whitaker Institute
4.0 Attachments


Subsistence Allowances – as at Feb 2014 – check for latest on internet
24 Hour €108.99, 5 hour €13.71, 10 hour €33.61
International Subsistence Rates – check for latest on internet
4
SUBSISTENCE ALLOWANCES
1.0 Overnight Allowance
a) The night allowance covers a period of up to 24 hours from time of departure as well any
further period not exceeding 5 hours. It is payable only for absences on University business
at a location more than 30 miles (48.3km) from the claimant’s home or normal place of
work.
2.0 Day Allowance
a)
Five Hour Allowance
A 5-hour allowance may be claimed for absences from normal place of work on
University business that exceed 5 hours and where the venue attended is more than
3.11 miles (5km) from the claimant’s home or normal place of work.
Time spent at normal place of work or on journeys from home to normal place of work
or vice versa will not reckon towards the qualifying period of five hours.
b)
10 Hour Allowance
A 10-hour day allowance may be claimed for absences from normal place of work on
University business that exceed 10 hours and where the venue attended is more than
3.11 miles (5km) from the claimant’s home or normal place of work.
3.0 Miscellaneous Subsistence Allowance Procedures
Any aspect of subsistence allowance payment not dealt with above should be administered in
accordance with standard Irish Civil Service policy and procedures.
Receipts and vouchers are not required to support claims for flat rate subsistence allowances.
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Code:
Title:
Date:
Approval:
QA303
Policy on use of own transport for the conduct of University Business by
Employees or Authorised Contractors.
Feb 2014
UMT – 23 April 2014
1.0 Purpose
To describe the basis on which employees and authorised contractors may use their own
transport, when travelling on University business.
2.0 Description
2.1 Individuals may use their own transport on University business only when:
a) no suitable public transport is available to transport the claimant and their baggage.
b) public transport is available only at equal or greater expense.
c) the use of public transport would result in the loss of official time which it is necessary to
avoid.
The use of own transport must be noted and explained on relevant expense claims
2.2 Where more than one such individual is travelling to the same area, arrangements should,
where feasible, be made to avoid the unnecessary use of two or more cars.
2.3 Insurance: Claimants are responsible for ensuring that they have adequate business insurance
in place which indemnifies the University against all claims arising, while using private transport,
on University business. By signing the University’s formal travel claim form and/or claiming
reimbursement via the University’s computer system, claimants confirm that they have
adequate insurance in place. The University cannot accept liability for any loss or damage
resulting from the use of privately-owned transport on University business.
2.4 Where own transport must be used mileage will be reimbursed at the standard University rates.
2.5 Where claimants choose to use their own transport in circumstances where public transport
could reasonably have been used, the amount reimbursed in respect of travel claims may be
restricted to the cost which would have been incurred had public transport been used
(including that of passengers whose travelling expenses would be payable from public funds).
Travel between Galway and Dublin should normally be by public transport and a full justification
must be provided to support any claim for the use of own transport.
2.6 Travelling expenses will not be paid in respect of any portion of a journey which covers all or
part of the claimant’s usual route between home and normal place of work. Where a claimant
travels direct from home or returns home direct, the travelling allowance payable will be
calculated by reference to the distance from home or normal place of work, whichever is the
lesser.
3.0 Responsibilities
3.1 Limited authority to approve travel and subsistence expenditure is delegated to relevant
University budget holders through a decentralised structure.
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3.2 The claimant and the authoriser of the claim shall not be one and the same person. As a general
principle the person authorising claims must be at a more senior employment grade than the
claimant. Claims must be approved by the budget holder or, in the case of a budget holder, by a
second approver at a more senior employment grade than the budget holder.
3.3 Both budget holder and approver (if applicable) are charged with reviewing expense claims to
ensure value for money, completeness of detail, appropriateness, necessity and relevance to the
specific business of the University, prior to authorising same. In addition, they are responsible
for adherence to this policy and adherence to the claim procedures outlined in QA302. This
responsibility cannot be delegated when nominating a substitute approver.
3.4 All travel and subsistence claims exceeding €2,000 must, in addition to the requirements above,
be authorised by the relevant UMT member (or his/her nominee).
3.5 ‘Ownership’ of this policy rests with the Director of Financial Accounting.
4.0 Attachments - Standard University Mileage Rates
Standard Mileage Rates
Miles/Kilometres per Year
Up to 4,000 / 6,437
4,001 / 6,438 +
Cents
Miles / Kilometres
62.94 / 39.13
34.13 / 21.22
The mileage year for purposes of payment of motor rates will reckon from the date on which each
employee or authorised contractor first uses his/her private motor car on University business, to the
following 30th September. Thereafter, the mileage year is based on the financial year.
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Code:
Title:
Date:
Approval:
QA304
Policy on Travel & Subsistence for university visitors/contractors/interview
candidates
Feb 2014
UMT 23 April 2014
1.0 Purpose
To outline when visitors to the Campus may be reimbursed for travel and subsistence expenses.
2.0 Description
2.1
Subject to Revenue Commission regulations, non-employee visitors to various NUI Galway
campus locations who have been engaged by the University on a self-employed basis and who
operate their business as wholly independent service providers may be reimbursed for reasonable
travel and subsistence expenses incurred in delivering those services to the University. Such costs
should be added to the self-employed visitor’s invoice for the service they deliver to the University.
2.2
Travel must be undertaken only when necessary and be consistent with the needs of the
University. All travel should be planned as far in advance as possible to take advantage of discounted
air fares and other economies that may be available by advance purchasing. Adequate time should
be allowed for organising e.g. insurance, visa, and related travel arrangements.
2.3
All travel should be via the shortest practicable routes and by the cheapest practicable mode
of travel. Standard public transport in the form of public buses, trains, scheduled flights (economy
class), and taxis etc. should be used when travelling on University business. Unless it can be clearly
demonstrated to be more economical than public transport, hire of private transport or use of own
transport, with a consequent mileage claim, is strictly forbidden.
2.4
The use of premium classes of air travel requires prior approval by the President.
2.5
Reimbursements to visitors may not exceed the standard Civil Service rates that apply to
University employees as laid down in the subsistence allowances and mileage rates attached.
2.6
Candidates invited for interview by the Human Resources Office may only claim expenses in
line with the attached Interview Candidate Rates.
2.7
Reimbursements will normally be made via on-line banking.
2.8
Receipts must be submitted in respect of all costs claimed.
2.9
Campus visitors/contractors i.e. those who are not employees of the University, must
complete the form attached and submit it to the Finance Office once approved by the budget holder
and, if appropriate, the relevant authoriser.
3.0 Responsibilities
3.1 Limited authority to approve travel and subsistence expenditure is delegated to relevant
University budget holders through a decentralised structure.
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3.2 The claimant and the authoriser of the claim shall not be one and the same person. As a
general principle the person authorising claims must be at a senior University employment
grade. Claims must be approved by the budget holder or their nominee.
3.3 Both budget holder and approver (if applicable) are charged with reviewing expense claims to
ensure value for money, completeness of detail, appropriateness, necessity and relevance to
the specific business of the University, prior to authorising same. In addition they are
responsible for adherence to this policy and adherence to the claim procedures outlined in
QA303. This responsibility cannot be delegated when nominating a substitute approver.
3.4 All travel and subsistence claims exceeding €2,000 must, in addition to the requirements
above, be authorised by the relevant UMT member (or his/her nominee).
3.5 ‘Ownership’ of this policy rests with the Director of Financial Accounting.
4.0 Attachments
 Subsistence Rates
As at Feb 2014 – 24 Hour €108.99, 5 hour €13.71, 10 hour €33.61
Check for latest on internet
International Subsistence Rates – check for latest on internet

Mileage Rates
Miles/Kilometres per Year
Up to 4,000 / 6,437
4,001 / 6,438 +
Cents
Miles / Kilometres
62.94 / 39.13
34.13 / 21.22
 Interview Candidate Rates
For job applicants invited to interview by the Human Resources Office, candidates may only claim
expenses up to the following limits.

Posts Advertised Nationally (candidates travelling from within Ireland)
Actual cost of public transport/petrol costs, plus one night bed and breakfast
allowance, to a maximum of €150.

Posts Advertised Internationally (candidates travelling from outside Ireland)
Cost of return flight for the candidate plus one night (or two nights if essentially
required) bed and breakfast accommodation, up to a maximum of €600. For long
distance travel from Europe or USA, upper limit may be higher, to a maximum of €1,200
at the discretion of the Director for Human Resources.
Candidates for certain senior positions may claim actual costs in excess of the above maxima if
funded from an external source which specifically permits actual cost reimbursement. If actual cost
reimbursement is to be made, the job applicant must obtain written confirmation from the Director
of Human Resources in advance of the costs being incurred.
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