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. 1 Version 1: November 2011 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 2 Version 1: November 2011 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 3 Version 1: November 2011