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Expenses Policy

Below is a summary of the College's expenses policy. For full details on what can and cannot be claimed, please download a copy of the full policy. 

The College now operates an online expenses claim system in partner with Rydoo.  For those entitled to claim expenses for attendance at a College meeting please use the online system.  If you are new to claiming, or have not used the online system before, please download the new user form and instruction manual below.  Please note if you are based overseas and do not have a UK bank account please refer to your contact at the College who will send you a manual form and details on how to claim.

Rail travel 

  • Standard class should be used for rail journeys of under 1 hour.
  • First class may be used for journeys over 1 hour if the tickets are purchased in advance or if cheaper than standard class.
  • College staff must travel standard class unless prior approval is obtained.

Travel by car 

  • Mileage is reimbursed at 45p per mile for the first 10,000 miles per tax year, 25p thereafter.
  • Total car travel claim (including tolls, congestion charge, parking, etc.) must not exceed the equivalent standard class rail fare.

Travel by bicycle 

  • Bicycle travel is reimbursed at 20p per mile.

Travel by air

  • UK flights must be economy class and booked in advance. 
  • International travel requires prior approval from the Trustee Board in line with the Carbon Reduction and Net Zero policy. Contact the Chief Executive or Treasurer for authorisation prior to purchasing tickets. Travel is expected to be economy class. 

Overnight accommodation 

  • Hotel limits £275 (Central London), £225 (elsewhere), including breakfast.
  • Receipts must be in the name of the College or your own name.
  • Personal incidental expenses may be claimed up to £5 per day. 
  • A £50 allowance may be claimed when staying with friends or relatives.

Meals and subsistence

  • Under 8 hours: up to £10.
  • Between 8 and 12 hours: up to £20.
  • Over 12 hours: up to £50 (includes all meals for a 24 hour period).
  • Group thank you dinners: up to £60 per head.

General

  • Dates of meetings are publicised in advance when discounts on advanced bookings are available.
  • Claims must be submitted within 2 months of the expense date.
  • Original itemised receipts are required; credit/debit card slips are not acceptable.