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Updated Travel and Expenses Policy

Posted on 11 February 2025

The Travel and Expenses Policy has been updated with immediate effect.

This year’s review of the policy considered colleague feedback and HMRC and funder policy changes as usual, and also factored in adjustments to the University’s operating environment, particularly around budget constraints and climate impact. All changes have been fully endorsed by University Executive Board.

Overview of changes to the policy

  • Use of our contracted travel management companies is now mandatory for all business travel bookings unless one of the listed exceptions applies.
  • Economy flights are still the default. Premium economy and business class flights are now permitted for 8+hours flight time but only with prior approval from VC/CFOO/CASO/DVC.
  • Only standard class rail travel is now permitted. First class will only be permitted for reasons of safety or disability. Prior approval is required from VC/CFOO/CASO/DVC for these exceptions.
  • Prior approval from VC/Faculty Dean/CFOO/CASO/DVC is now required for exceeding the maximum hotel or meal limits. This includes bookings for VIPs/invited speakers.
  • VC/Faculty Dean/CFOO/CASO/DVC prior approval is now required for any business entertaining.
  • Working lunches are no longer permitted for staff-only meetings. Working lunches may be provided for meetings attended by external visitors only.
  • Expense claims submitted outside of the three-month window (exceptional circumstances only) will require VC/Faculty Dean/CFOO/CASO/DVC approval. 
  • More clarity has been provided for:
    • Travelling with a registered carer (new policy area)
    • Staying overseas in specific, very expensive cities
    • Having packaged foods/soft drinks for staff-only events
    • What constitutes a ‘valid receipt’
  • Additional/updated FAQs have been provided, covering the following topics:
    • Exceeding hotel/meal limits when travelling overseas
    • Students being reimbursed for business entertaining
    • Students purchasing perishable food items for lab experiments
    • Providing food to participants of focus groups in remote overseas locations
    • Post-team-away-day drinks
    • Claims for carers accompanying staff on work trips
    • Mileage claims for non-employees providing lifts to employees
    • Purchasing books at conferences
    • Staff to externals ratio
    • Buffets/working lunches

Find all the changes on the Travel and Expenses Policy web page.