There have been significant changes to the University’s rules about claiming for travel, accommodation, food and drink when you are travelling for work or study purposes.
The changes follow a recent routine audit by HM Revenue & Customs. You can find more information about our legislative and regulatory requirements for claiming back expenses in this SUSSED post.
Meals and drinks
Claims must be for the additional cost of meals and drinks when away from your normal place of work for more than five hours and only up to the maximum subsistence limits shown below:
| Minimum journey time | Travelling time for journey continues after 20:00 | Maximum daily allowance supported by actual receipted expenditure |
| 5 hours | No | £5 |
| 5 hours | Yes | £15 |
| 10 hours | No | £10 |
| 10 hours | Yes | £20 |
| 15 hours | Yes | £25 |
In order to claim for subsistence, you must include the times that you were absent from your normal place of work on your claim.
Full guidance and examples can be found on the expenses – food and drink UK page.
Room rates
There are maximum daily room rates for accommodation in the UK:
- £130 for all UK locations except London
- £180 for London (inside the M25)
More information can be found on the expenses – accommodation page.
Train tickets
Where possible book train tickets in advance via Clarity, our travel management company, and avoid the use of ‘Anytime’ tickets. Updated guidance is available on the Procurement and Purchasing train travel page.
You should always check the travel procedures before making your travel arrangements.
Claims that are not compliant with Financial Regulations, Policies and Procedures cannot be paid.
