Travel Expenses Quick Guide

Transcription

1 Travel Expenses Quick Guide PRE TRIP IS BUSINESS TRAVEL ESSENTIAL? The University is committed to reducing the impact we have on the environment through the CO2 emissions we produce. Therefore, wherever possible and practical, Skype or conference facilities should be used in place of travelling on University business. Where travel is required please be mindful of how you travel and the impact your travel method has on the environment.

2 ARE YOU TRAVELLING TO AN, AT RISK COUNTRY? CHECK Travel and Fieldwork Policy MEDIUM/HIGH RISK COUNTRY Risk assessment to be completed and submitted to your line manager and attached to your travel request as part of the approval process. TRACKING The 'Callmy' Alert app, with location services switched on, must be used for all travel to Medium and High Risk countries. More information about the app can be found from the Security team. HOW TO REQUEST BUSINESS TRAVEL Open UBW / Travel & Expenses / Travel Request Complete Form / include approx. budget / add summary of requirement to additional information box / add attachment to form ONCE SUBMITTED REQUEST IS AUTHORISED BY: Finance for code checking, line manager (for travel sign off), budget approver. / Travel arrangements must be confirmed through the travel office, however the team cannot purchase any arrangement without an approved request. / Please be aware the travel office can hold flights if contacted prior to a request being submitted, holds can be between 24 hours and 3 weeks depending on the airline and the availability on the aircraft. / The travel office work with a number of suppliers to obtain the best pre-payable deals possible to fit your business requirements. If you have received a special deal as part of your trip organisation please inform the travel office. / Requests are actioned on a 'first come, first served' basis unless a genuine urgent request is received which will be given the correct priority.

3 DOMESTIC Only permitted if it is the most economical option based on journey length, i.e. Southampton. The University tries to be as sustainable as possible with domestic travel. Air Travel UNDER FIVE HOURS Economy only. OVER FIVE HOURS Premium Economy if budgets allow. Only available if offered by the airlines, this class of service is not available on all routes. BUSINESS May be booked for Senior Officers only in exceptional business circumstances. Must be fully signed off through the travel request with justification provided. This class of service is not allowed if travelling under five hours. Rail Travel STANDARD CLASS FIRST CLASS Unless cheaper / You can personally pay the difference to upgrade to first class through the University shop, please speak to the travel office. / When entering a budget please allow for the 1.50 booking fee. The University has a corporate account so tickets can be collected from any station using any card, not the card used to purchase. Accommodation Without Breakfast Including Breakfast UK - except London UK - London International Allowance for staying with family/friends / All rates are per room per night. / Under exceptional circumstances the travel office can exceed the above limits if budget allows and the request is justified i.e. conference hotel, for safety, or if need a room type that allows for meeting space inclusion. This must be stated in the travel request or an additional received from the budget holder providing sign off. / If you require cheaper accommodation for budget reasons this can also be sourced. The above rates are a maximum guide.

4 / Transfers / Public Transport / Taxis DOMESTIC Single tube tickets and travel cards on day of arrival can be purchased through your travel request. Use public transport where possible, keep all receipts and claim through expenses. INTERNATIONAL Airport transfers internationally may be able to be sourced, speak to the travel office. Keep all receipts for transport used and claim through expenses. If receipts can not be obtained BSR s may be used, however rates may not cover your expenditure. AIRPORT PARKING Can be purchased through the travel office through the University Holiday Extras account, however we encourage travellers to use public transport where possible. HIRE CAR For longer journeys, hiring a car is likely to be cheaper than using a privately owned car. If you only require a hire car, and no other travel arrangements, this can be confirmed through your finance officer. If you require other travel arrangements in addition to a hire car, please budget within the travel request and confirm through the travel office. You must hold a valid driver s license and not be aware of any medical reasons of why you should not drive. You must also meet the requirements of the hire company insurance policy. Travelling for leisure/or with partners Personal time during a business trip must be incidental i.e. time spent on business must exceed any holidays taken. / All additional costs have to be paid via the University travel shop. / Accommodation for the leisure section must be sourced and paid for yourself. / Flights for your travel companion must be sourced and paid for yourself. / Insurance for your leisure trip and travel companion must be sourced and paid for yourself. Ancillary Services AIRLINE SEAT NUMBERS Free speak to the travel office, or can be selected direct Paid University will only pay for specific seat numbers for flights outside of Europe in exceptional circumstances. AIRPORT LOUNGES This cannot be claimed or booked through the travel office due to taxation implications. EXCESS LUGGAGE Speak to the travel office at time of booking if this is essential to the trip. Please make it clear if this is only required on the outward journey or return. USA travel office is not able to pre-pay for luggage on internal flights, this will need to be purchased in country and claimed on return.

5 Ancillary Services TRAVEL INSURANCE UK trips with an overnight stay booked by the travel office or international business trips are covered by the University Travel Insurance, certificate will be sent prior to trip. VISA These can be purchased directly from the Embassy and costs claimed through expenses or through The Travel Visa Company Tel: or PASSPORT Must be purchased at your own expense. VACCINATIONS These can be claimed upon production of valid receipts. Conferences, Courses & Training ONLINE COURSES For online courses where no travel is involved, a travel request is not required. Online purchases can be arranged through your school / department finance team. CONFERENCES AND COURSES / Include in your travel request registration and payment will be processed through the travel office. / Please budget for VAT within the travel request where applicable. / Please consult with the travel office before registering for any conference or courses. This is to ensure that invoices are not issued prior to the raising of a purchase order. The above is only a guide to the main pre-payable, pre-bookable topics. Please refer to the full Travel and Expenses Policy for further specific budget information.