This document has been revised extensively and should be read in full

Transcription

1 TRAVEL, EXPENSES AND ALLOWANCES SUMMARY OF PRINCIPAL CHANGES General changes Ths document has been revsed extensvely and should be read n full Ral travel n the UK text 20 Courses and conferences refer to text (Amendments to verson 02.0, UPR FR05 and verson 03.0, UPR FR05, are shown n talcs.) Structure 1 INTRODUCTION 2 SCOPE 3 DEFINITIONS 3.1 Unversty 3.2 Clamant 3.3 Strategc Busness Unt (SBU) 3.4 Head of Strategc Busness Unt 3.5 Authorsng Offcer 3.6 Budget Holder 3.7 subsstence 3.8 overseas 3.9 'Appontee of the Board' 3.10 Unversty premses 3.11 Reasonable expenses 3.12 Proofs of expendture 4 INSTRUCTIONS TO HEADS OF STRATEGIC BUSINESS UNITS 5 PRINCIPLES AND POLICIES 5.1 Expendture whch cannot be clamed Personal expendture Other tems 5.2 Value for money 5.3 Corporate Cards 5.4 Reasonable expenses 5.5 Tps and gratutes lmts 5.6 Condtons 5.7 Clams ncurred n currency other than sterlng 5.8 Ownershp of equpment for whch a clam has been pad 5.9 Requred attendance outsde normal workng hours 5.10 Pror approval of travel arrangements and fnancal commtments 5.11 Authorsaton of payments 5.12 False clams 5.13 Advances 5.14 Dependants 5.15 Authorsaton of ar travel 5.16 Travel Management Company 5.17 Travellng wth an ndvdual from another organsaton 5.18 Where the cost of all or part of the travel s to be met by another party external to the Unversty 1/24

2 6 AUTHORISATION SCHEDULE 6.3 Charman of the Board of Governors 7 SCHEDULE OF ADDITIONAL AUTHORISATIONS 7.1 Economy Class 7.2 Premum Economy Class 7.3 Addtonal pror, wrtten approvals ar travel and frst class ral and sea travel 8 TRAVEL ARRANGEMENTS 8.2 Frst class travel ral or sea 8.3 Open ended returns - ar and ral travel (UK and overseas) 8.4 Tckets 8.5 Journeys to London 8.6 Ral travel - Unted Kngdom 8.7 Ral travel - overseas 8.8 Ar travel Unted Kngdom and overseas 8.9 Sea travel 9 OVERNIGHT ACCOMMODATION 9.1 General regulatons Travel Management Company Standard of overnght accommodaton UK 10 INSURANCE 10.1 Personal accdent and travel nsurance 10.2 Prvately owned vehcles 11 ADVANCES 11.1 Advances general regulatons 11.2 Advances - requests 11.3 Advances reconclaton 12 CORPORATE CARDS 13 MAKING AN EXPENSES CLAIM 14 TRAVELLING BY CAR 14.1 Standard mleage dstances between Unversty campuses and stes 14.2 Journeys between the College Lane and de Havlland campuses 14.3 Use of own vehcle 14.4 Vehcle hre UK Overseas 14.5 Vehcle mleage rates Employees and other members of the Unversty Travellng by car - makng a clam Travellng by car - record of journey 2/24

3 15 SUBSISTENCE 15.3 Subsstence lmts UK Overseas 16 WORKING OVERSEAS AT WEEKENDS - EMPLOYEES AT GRADE UH6 OR BELOW 17 ENTERTAINMENT 17.2 Entertanment - on Unversty premses 17.3 Entertanment - other than on Unversty premses (corporate entertanment) 18 UNIFORMS 19 EYE TESTS 20 COURSES AND CONFERENCES 20.1 Conference accommodaton 20.2 Employees 20.3 Research students (ncludng holders of Unversty of Hertfordshre Research studentshps) 1 INTRODUCTION 1.1 Ths document should be read n conjuncton wth UPR GV12 1 and UPR IM14 2 (Note for gudance: Advce on overseas travel s publshed on the Human Resources web ste.) 1.2 In accordance wth the requrements of the Unversty s Fnancal Regulatons (UPR FR06 3, refers) the Group Fnance Drector has establshed the followng regulatons and procedures for the payment of expenses clams. 1.3 For the purposes of these regulatons and unless stated otherwse, the nomnee of the Vce- Chancellor s the Group Fnance Drector. 1.4 The Unversty reserves the rght, at ts absolute dscreton, to vary the defntons and regulatons set out n ths document at any tme for the proper management of the Unversty as defned n secton SCOPE 2.1 Under the terms of ther respectve Memoranda of Understandng, subsdary companes wholly-owned by the Corporaton and ther wholly-owned subsdary companes have adopted the Fnancal Regulatons of the Unversty (UPR FR06 3, refers) of whch ths document (UPR FR05) forms part. (Note: Ths document uses the term Unversty whch s defned n secton 3.1. It should be noted that certan wholly-owned subsdares themselves have shareholdngs n companes. These are generally descrbed as jontly or partly owned companes. Where, at operatonal level, the 1 UPR GV12 Brbery and Corrupton 2 UPR IM14 Moble Telephone and Communcatons Servces Polcy 3 UPR FR06 Corporate Governance and Fnancal Regulatons 3/24

4 Unversty s responsble for all or part of the fnancal admnstraton of a jontly or partlyowned company, then the regulatons and procedures n ths document (UPR FR05) wll be appled unless an excepton had been granted by the Group Fnance Drector.) 2.2 The regulatons and procedures set out n ths document (UPR FR05) are bndng on all persons seekng payments from the Unversty n respect of any of the clamable expenses or allowances to whch t refers. 2.3 The regulatons and procedures set out n ths document wll also be appled where the Unversty has agreed to meet all or some of the costs ncurred by an ndvdual attendng an employment ntervew at the Unversty. 3 DEFINITIONS For the purposes of ths document the followng defntons wll apply: 3.1 Unversty : the Unversty of Hertfordshre Hgher Educaton Corporaton whch ncludes subsdary companes wholly-owned by the Corporaton, ther wholly-owned subsdary companes and companes wthn whch wholly-owned subsdary companes have a shareholdng and where, at operatonal level, the Unversty s responsble for all or part of the fnancal admnstraton of the jontly or partly owned company; 3.2 Clamant : an ndvdual elgble to make a clam under the provsons of these regulatons (FR05): a clamant may be an: employee : an ndvdual wth whom the Unversty (as defned n secton 3.1) has a contract of employment (t should be noted that for the purposes of these regulatons (UPR FR05) Vstng Lecturers and External Examners are consdered other members of the Unversty as defned n secton 3.2, ) and/or other member of the Unversty : The Chancellor, external members of the Board of Governors, Vstng Lecturers or External Examners and, n cases where they are gven responsblty for assets of the Unversty or other fnancal matters, students; 3.3 Strategc Busness Unt (SBU) : for the purposes of fnancal management and admnstraton, the Unversty has an nternal structure of SBUs composed of academc schools and professonal resource centres; 3.4 Head of Strategc Busness Unt the senor offcer apponted by the Vce-Chancellor to have responsblty for the fnancal management and admnstraton of an SBU; 3.5 Authorsng Offcer : a generc term for an offcer desgnated to gve certan approvals under the provsons of these regulatons (UPR FR05); 4/24

5 3.6 Budget Holder : a member of staff to whom a Head of SBU has delegated responsblty for the management and admnstraton of a porton of the overall budget of the SBU; (Note for gudance: Where the Head of SBU has not delegated responsblty to a Budget Holder, the Head of SBU s responsble for dschargng the responsbltes assgned to Budget Holders n these regulatons (UPR FR05).) 3.7 subsstence : meals, snacks and non-alcoholc beverages taken durng the course of a bona fde busness journey undertaken on behalf of the Unversty; 3.8 overseas : countres outsde the UK: overseas ncludes other member countres wthn the European Unon; 3.9 'Appontee of the Board': the Vce-Chancellor, the Deputy Vce-Chancellors, the Group Fnance Drector and the Secretary and Regstrar; 3.10 Unversty premses : premses owned or occuped by the Unversty; 3.11 Reasonable expenses : Secton 5.4, refers Proofs of expendture UPR FR05 gves examples of the types of documents that wll be accepted as proof of expendture and that a payment beng clamed from the Unversty s legtmate. In addton to the examples cted n ths document, the Group Fnance Drector has dscreton to accept other types of documents as proof of expendture. 4 INSTRUCTIONS TO HEADS OF STRATEGIC BUSINESS UNITS Heads of SBUs must ensure that clamants and potental clamants have famlarsed themselves wth ths document (UPR FR05). 5 PRINCIPLES AND POLICIES 5.1 Expendture whch cannot be clamed Personal expendture Expendture consdered by the Unversty to be personal expendture cannot be clamed. Examples would nclude, but are not necessarly lmted to, the followng: a alcoholc beverages whch exceed the allowance referred to n secton , newspapers and DVDs; b fnes; c congeston charges; 5/24

6 d e f nsurng a personal vehcle for busness use; IT equpment/devces unless secton 5.8 apples; home to offce travel unless secton 5.9 apples Other tems The Unversty wll not meet the cost of: a b c d e f g h gfts made to members of staff; expenses ncurred wthout the necessary, relevant, pror approvals/pror wrtten approvals, specfed n ths document (UPR FR05); expenses not authorsed n accordance wth UPR FR06 3 and the regulatons set out n ths document (UPR FR05); gratutes/tps pad n countres where such payments are not custom and/or expected practce or whch exceed the lmts specfed n secton 5.5; clams deemed unsatsfactory or napproprate by the Group Fnance Drector (or desgnated deputy); expenses clams made more than three (3) months after the date on whch the expenses/costs were ncurred (secton 5.6.2, v, refers); ar travel at a class hgher than economy not authorsed n accordance wth the requrements of UPR FR05 (sectons 5.15 and 7, refer); other unauthorsed frst class (or equvalent) travel; hotel accommodaton of a standard hgher than that descrbed n secton unless ths has been authorsed by the Vce-Chancellor (or nomnee). 5.2 Value for money Clamants ncurrng costs for travel and subsstence are expected to obtan value for money and, therefore, have a duty to ensure that costs are kept to a mnmum, for example, by consderng n advance the dfferent types of travel tckets that mght be avalable or by fxng the tmes and dates of travel at the pont of purchase The Unversty requres all ndvduals who fall wthn the scope of UPR FR05 to use the Travel Management Company. (Note: Use of the Travel Management Company s on-lne bookng faclty wll enable the Unversty to save on transacton fee. It should be noted that off-lne bookngs (for example, made by telephone or va e-mal) generally ncur hgher charges.) 5.3 Corporate Cards Where a clamant has been ssued wth a Corporate Card, wherever possble, he or she wll be expected to use that card to meet the cost of expenses but not travel costs. 5.4 Reasonable expenses For the purposes of expenses clams, the Unversty consders that the cost, per nght, of accommodaton, breakfast and one personal telephone call and, as approprate, the cost of other meals, snacks and non-alcoholc beverages, consttute reasonable expenses for the purposes of these regulatons. Such expenses are, n all crcumstances, subject to the regulatons relatng to subsstence and subsstence rates (secton 15, refer). 6/24

7 5.5 Tps and gratutes lmts The lmts for the payment of gratutes/tps n countres where ths s custom and/or expected practce, are as follows. The calculaton wll be made on the bass of the cost of the tems for whch a clam may be made under the terms of these regulatons (UPR FR05). The calculaton wll therefore exclude non clamable tems (secton 5.1, refers): UK: Overseas 5% of the total amount whch can be clamed from the Unversty; 10% of the amount whch can be clamed from the Unversty. 5.6 Condtons Where a clamant s to be accompaned by a person who s not elgble to clam expenses from the Unversty or the clamant ntends to combne a busness trp wth a holday, the proposed arrangements requre pror approval n accordance wth the schedule gven n secton The Unversty wll pay reasonable expenses for travel and subsstence ncurred legtmately by clamants whlst carryng out offcal Unversty busness, at the actual cost ncurred wholly, exclusvely and necessarly on behalf of the Unversty, subject to the followng condtons: the clam s supported by orgnal documentaton, for example, recepts, ral tckets or other proofs of expendture, unless: a b the clam s n respect of a type of non-recepted expendture whch the Group Fnance Drector (or desgnated deputy), has agreed, at hs or her absolute dscreton, may be rembursed or the Group Fnance Drector (or desgnated deputy) has, exceptonally, gven specfc wrtten authorsaton for the payment of another type of unsupported clam; (Note for gudance: Lablty for Income Tax and/or Natonal Insurance contrbutons wll arse n respect of any clam not supported by orgnal documentaton, for example, recepts, ral tckets or other proofs of expendture.) v v for clams relatng to subsstence, that the clam does not exceed the relevant maxmum permssble (secton 15, refers); employees and other clamants recorded on the Human Resources and Payroll System have submtted the clam personally through the Human Resources and Payroll System and have not delegated ths responsblty; the clam s made wthn three (3) months of the date on whch the expenses/costs were ncurred, save and except that where the expenses have been ncurred wthn three (3) months of the last day of the Fnancal Year (31 July), the clam must be submtted by the deadlne publshed from tme-to-tme by the Group Fnance Drector; travel tckets have been purchased only for those elements of a journey whch are assocated wth Unversty busness. (Notes for gudance: Where a clamant undertakes a journey on behalf of the Unversty on the way to or from hs or her normal place of work, a clam may only be made for costs whch are addtonal to those costs whch the clamant would normally have ncurred n relaton to hs or her journey to or from the Unversty. Such clams must, therefore, be calculated on the bass of the costs whch the clamant has ncurred less the costs whch he or she would normally have ncurred n travellng to or from the Unversty. 7/24

8 In all other crcumstances, lablty for Income Tax and/or Natonal Insurance contrbutons wll arse n relaton to any payment made n respect of a clamant s journey to and/or from hs or her normal place of work, ncludng journeys made outsde normal workng hours. The clam must ndcate clearly that t s beng made n respect of a home to work journey. See also secton 5.9 Requred attendance outsde normal workng hours.) 5.7 Clams ncurred n currency other than sterlng Clams ncurred n currency other than sterlng wll be pad at the exchange rate that prevaled at the tme at whch the transacton was made. (Notes for gudance: The Human Resources and Payroll System wll make ths calculaton automatcally for clams made through the System n cases where exchange rates for the currency concerned are held on the System. Where the requred exchange rate s not held on the System, the clamant should refer to the relevant How To gude and follow the nstructons gven. For clams made other than through the Human Resources and Payroll System, the clamant s requred to make ths calculaton themselves.) 5.8 Ownershp of equpment for whch a clam has been pad Where n exceptonal crcumstances goods/equpment have been purchased usng a Corporate Card, or a clamant s otherwse beng rembursed by the Unversty for the cost of the goods/equpment (for example, va an expenses clam), the tems become the property of the Unversty and, therefore, subject to statutory mantenance and other relevant Unversty regulatons. 5.9 Requred attendance outsde normal workng hours Where a clamant s Head of SBU/lne manager has requred hm or her to come to the Unversty outsde normal workng hours, a clam may be submtted for the full cost of the journey. (Note for gudance: In all other crcumstances, lablty for Income Tax and/or Natonal Insurance contrbutons wll arse n relaton to any payment made n respect of a clamant s journey to and/or from hs or her normal place of work, ncludng journeys made outsde normal workng hours. The clam must ndcate clearly that t s beng made n respect of a home to work journey.) 5.10 Pror approval of travel arrangements and fnancal commtments No fnancal commtment may be made on behalf of the Unversty unless the proposed expendture s approved n accordance wth the requrements of UPR FR05 (sectons 6 and 7, refer) Proposed travel arrangements must be approved n accordance wth the requrements of sectons 6 and 7, pror to any fnancal commtment beng made. 8/24

9 5.11 Authorsaton of payments No member of the Unversty may authorse the payment of expenses or other clams to be made to themselves or to a member of ther famly or to a person wth whom they have a close personal relatonshp (UPR GV12 1, refers). All such clams must be gven to a desgnated offcer at a hgher level for checkng and approval before payment wll be made by the Unversty Payments wll otherwse be made only wth the pror, wrtten approval of the relevant offcer n accordance wth the regulatons set out n ths document False clams Any attempt to submt a false clam or the submsson of a false clam wll be treated as a serous dscplnary offence and may result n the Unversty takng dscplnary and/or other approprate acton Advances (Notes for gudance: Holders of Corporate Cards wll normally be expected to use ther Card rather than request an advance. Lablty for Income Tax and/or Natonal Insurance contrbutons wll arse n respect of expendture of any part of an advance whch s not supported by orgnal documentaton, for example, recepts or other proofs of expendture.) The Unversty, at ts absolute dscreton, may agree to make an advance aganst expenses on the followng condtons: advances wll only be made avalable n the form of a BACs transfer made n sterlng, to employees of the Unversty, although, at hs or her absolute dscreton, the Group Fnance Drector (or desgnated deputy) may grant an excepton, for example, where an ndvdual who s not an employee wll be engaged on legtmate Unversty busness, n whch case the advance wll be pad only wth the pror, wrtten approval of the Group Fnance Drector (or desgnated deputy); (Note for gudance: The Group Fnance Drector (or desgnated deputy) mght, for example, agree that an advance mght be made to a Governor engaged on legtmate Unversty busness or to a research student.) the expendture of any moneys advanced wll be verfed by orgnal documentaton, for example, recepts, or other proofs of expendture, unless the Group Fnance Drector (or desgnated deputy), has, exceptonally, specfcally authorsed the unsupported expendture n wrtng; the clamant wll complete the process of reconclng expendture aganst the advance n accordance wth the regulatons and tmescales determned from tme-to-tme by the Group Fnance Drector; 9/24

10 v any unspent moneys are repad to the Unversty at the tme the reconclaton of expendture referred to n secton ,, s submtted. In any event: a b ADVANCES NOT CLAIMED advances, wholly or partly unclamed for more than three (3) months after the date of transfer (secton ,, refers), wll be reclamed by the Unversty automatcally, through the Human Resources and Payroll System; CLAIMS WHICH ARE LESS THAN THE AMOUNT ADVANCED where the reconclaton/assocated clams are less than the amount advanced by the Unversty, the balance wll be reclamed by the Unversty automatcally, through the Human Resources and Payroll System, three (3) months after the date of transfer (secton ,, refers) Dependants At ts absolute dscreton, the Unversty may, ether wholly or partly, meet addtonal costs for the care of dependants, ncurred by staff whlst they are away from the Unversty on authorsed busness Proposed clams wll be consdered on a case-by-case bass by the Secretary and Regstrar (or nomnee) whose pror, wrtten authorsaton wll be requred n respect of any proposed clam The pror, wrtten authorsaton of the Secretary and Regstrar (or nomnee) referred to n secton must be appended to the clam submtted for approval by the relevant Authorsng Offcer. The clam wll be supported by orgnal documentaton, for example, recepts or other proofs of expendture, unless the Group Fnance Drector (or desgnated deputy), has, exceptonally, specfcally authorsed the unsupported expendture n wrtng Authorsaton of ar travel On 7 November 2011, the Chef Executve s Group approved revsed regulatons relatng to busness travel by ar and the approval of certan classes of ar travel. In addton to any relevant pror approvals requred under the terms of secton 6, the further pror approvals set out n secton 7 are requred n relaton to the dfferent classes of ar travel and varous crcumstances to whch t refers Where a concessonary ar fare s condtonal upon the clamant spendng an addtonal nght or nghts overseas, the Authorsng Offcer (secton 7, refers) must judge whether the addtonal charges for accommodaton and subsstence can be justfed by the savng to be made on the ar fare Travel Management Company Unless secton apples, all nternatonal travel (regardless of duraton of journey or class of travel) and accommodaton (regardless of standard) must be made through the Unversty s Travel Management Company In exceptonal crcumstances, the Head of Procurement may permt a reservaton to be made other than though the Travel Management Company. Where he or she has granted an excepton, the Head of Procurement wll notfy the relevant Purchasng Offcer wthn one (1) workng day of the approval beng gven. 4 It should be noted that secton 5.14 refers to human dependants. 10/24

11 5.17 Travellng wth an ndvdual from another organsaton Where a clamant ntends to travel by ar wth someone from another organsaton who plans to travel at a class hgher than Economy Class, the clamant s requred to obtan the pror, wrtten approvals requred under the terms of sectons 6 and Where the cost of all or part of the travel s to be met by another party external to the Unversty Where all or part of the cost of travel s to be met by another party external to the Unversty: the travel arrangements of the employee must, nevertheless, be made through the Unversty s Travel Management Company where any part of the cost of travel s to be met by the Unversty even though t s to be reclamed subsequently from the other party unless the Head of Procurement has granted an excepton under the provsons of secton ; the clamant s requred to obtan the pror, wrtten approvals requred under the terms of sectons 6 and 7; the clamant wll lodge a wrtten declaraton of nterest n complance wth the requrements of UPR GV12 1. (Note for gudance: For the avodance of doubt t should be noted that external fundng, for example, a research grant, s receved by and accounted for by the Unversty and that the expendture of these funds s, therefore, subject to the Unversty s Fnancal Regulatons (UPR FR06 3 ) of whch ths document (UPR FR05) forms part.) 6 AUTHORISATION SCHEDULE 6.1 The followng must be authorsed n accordance wth the schedule set out n ths secton (6) 5. a b c d e f g pror permsson to travel; pror permsson to combne a busness trp wth a holday; pror permsson to be accompaned on a busness trp by a person not elgble to clam expenses from the Unversty; pror permsson for entertanment (secton 17, refers); pror approval of proposed travel arrangements; pror approval of proposed expendture; expenses clams. 6.2 Ths Schedule must be read n conjuncton wth the Schedule of Addtonal Authorsatons n secton 7. 5 Mnute 475, Board of Governors, 29 March 2001, refers 11/24

12 6.3 Charman of the Board of Governors The Charman of the Board wll note, at sx-monthly ntervals, the expenses pad to Appontees of the Board. Authorsaton Schedule secton 6.1, refers Clamant Pror, wrtten authorsaton requred Other requrements Students approprate Budget Holder Heads of Department (academc): Dean of School (or nomnated Budget Holder) Heads of academc SBUs (Deans of School) Group Fnance Drector (or desgnated deputy) or, n the absence of the Group Fnance Drector (or desgnated deputy), by another Appontee of the Board Deans of School are also requred to nform the Deputy Vce-Chancellor n advance that they wll be travellng abroad on Unversty busness. Heads of Professonal SBUs Secretary and Regstrar or, n the absence of the Secretary and Regstrar, by another Appontee of the Board Heads of Professonal SBUs are also requred to nform the Secretary and Regstrar n advance that they wll be travellng abroad on Unversty busness. Pro Vce-Chancellors Group Fnance Drector (or desgnated deputy) or, n the absence of the Group Fnance Drector (or desgnated deputy), by another Appontee of the Board Pro Vce-Chancellors are also requred to nform the Vce-Chancellor n advance that they wll be travellng abroad on Unversty busness Vce-Chancellor Charman of the Board who may from tme-to-tme delegate responsblty for authorsaton to the Secretary and Regstrar The Vce-Chancellor s also requred to nform the Charman of the Board n advance, f he or she or any member of the OVC wll be travellng abroad on Unversty busness. Deputy Vce-Chancellors, the Group Fnance Drector and the Secretary and Regstrar 6 By another Appontee of the Board Deputy Vce-Chancellors, the Group Fnance Drector and the Secretary and Regstrar are also requred to nform the Vce-Chancellor n advance that they wll be travellng abroad on Unversty busness A report wll be made to the Charman of the Board Other employees approprate Budget Holder Chancellor, external Governors (ncludng the Charman of the Board) Secretary and Regstrar 6 Mnute 470.6, Board of Governors, 29 March 2001, refers 12/24

13 7 SCHEDULE OF ADDITIONAL AUTHORISATIONS 7.1 Economy Class All flghts of 8 hours duraton or less wll be by Economy class. 7.2 Premum Economy Class Premum Economy class may be used on long-haul flghts (flghts of more than 8 hours duraton) where the traveller wll be clent facng mmedately on arrval at hs or her destnaton or on hs or her return to the Unversty. 7.3 Addtonal pror, wrtten approvals ar travel and frst class ral and sea travel In addton to the authorsatons requred under the terms of secton 6, the followng addtonal pror, wrtten approvals wll be requred n relaton to frst class ral and sea travel (secton 8.2, also refers) and the followng classes of ar travel: Economy Class: no addtonal approval requred. Premum Economy Class: a for the Vce-Chancellor: by the Charman of the Board; b for The Chancellor and external Governors (ncludng the Charman of the Board): by the Secretary and Regstrar; c for other clamants: by the Vce-Chancellor (or Deputy). A copy of the relevant addtonal pror, wrtten approval gven n complance wth secton 7.3.1,, must be provded to the relevant Purchasng Offcer wthn one (1) workng day of the approval beng gven. The relevant Purchasng Offcer wll confrm wth the Travel Management Company that the necessary approval has been gven. Busness Class: a for the Vce-Chancellor by the Charman of the Board; b for The Chancellor and external Governors (ncludng the Charman of the Board): by the Secretary and Regstrar; c for other clamants: by the Vce-Chancellor (or Deputy). A copy of the relevant addtonal pror, wrtten approval gven n complance wth secton 7.3.1,, must be provded to the relevant Purchasng Offcer wthn one (1) workng day of the approval beng gven. The relevant Purchasng Offcer wll confrm wth the Travel Management Company that the necessary approval has been gven. 8 TRAVEL ARRANGEMENTS 8.1 Before makng any travel arrangements, clamants should refer to sectons 6 and 7 whch set out the pror approvals that are requred. 8.2 Frst class travel ral or sea (Secton 7.3, also refers.) 13/24

14 8.2.1 Frst class travel (ral or sea) may be permtted n lmted or very exceptonal crcumstances. For example, where a bookng can be made well n advance and frst class travel s less expensve than second/economy class travel. Before makng a bookng, the clamant s requred to obtan the followng approvals: a the pror, wrtten agreement of the Head of Procurement who wll verfy that the proposed frst class travel wll enable a savng wll be made; b the pror, wrtten approval of the relevant Authorsng Offcer referred to n secton 6; c addtonally, the pror, wrtten approval of the Vce-Chancellor A copy of the relevant addtonal pror, wrtten approval gven by the Vce-Chancellor n complance wth secton 8.2.1, c, must be provded to the relevant Purchasng Offcer wthn one (1) workng day of the approval beng gven. The relevant Purchasng Offcer wll confrm wth the Travel Management Company that the necessary approval has been gven The Unversty wll not otherwse meet the cost of frst class travel by ral or sea. 8.3 Open ended returns - ar and ral travel (UK and overseas) (The regulatons n ths secton (8.3) are effectve from 16 March 2009.) Open ended return tckets may only be booked n exceptonal crcumstances and wth the pror, wrtten consent of the relevant Head of SBU The pror, wrtten approval of exceptonal crcumstances for staff at Head of SBU level and above wll be gven n accordance wth the schedule set out n secton Tckets (Note for gudance: Examples of the exceptonal crcumstances envsaged by these regulatons (secton 8.3, refers) would be health ssues or a need to ensure the effcent operaton of the Unversty.) The purchase of tckets for travel must be made strctly n accordance wth the requrements of UPR FR06 3 and UPR PU Travel tckets (UK and overseas) must be booked n advance through the Travel Management Company unless: a b an excepton has been approved n accordance wth the provson of secton 8.3.2; or secton 8.6.2, apples. 8.5 Journeys to London All journeys to London must be undertaken by publc transport/ral (secton 8.6, refers) Where exceptonal crcumstances dctate the use of a motor vehcle, approval for the journey must be obtaned n advance from the approprate Authorsng Offcer (secton 6, refers) and the reasons for the use of a motor vehcle noted on the clam form. 7 UPR PU01 Procurement 14/24

15 8.6 Ral travel - Unted Kngdom Ral travel wthn the UK wll normally be standard class. However, t s the clamant s responsblty to dentfy and to take advantage of less expensve alternatves where these are avalable. Two (2) sngle tckets may be purchased nstead of a return tcket where ths wll be more economcal Where a ral tcket s purchased for outward and return journeys n the UK on the same day, they need not be purchased through the Travel Management Company Unless the crcumstances n secton 12 or secton 8.4.2, b, apply, all tckets for ral travel must be purchased n advance through the Travel Management Company. 8.7 Ral travel - overseas Overseas ral travel wll normally be at second/economy class It should be noted that the regulatons n secton 7.3 and 8.2 apply n relaton to all frst class travel. 8.8 Ar travel Unted Kngdom and overseas Sectons 5.15, 6 and 7, refers. 8.9 Sea travel Sea travel wll normally be at second/economy class It should be noted that the regulatons n secton 7.3 and 8.2 apply n relaton to all frst class travel. 9 OVERNIGHT ACCOMMODATION 9.1 General regulatons All arrangements for overnght accommodaton must be approved n advance by the approprate Authorsng Offcer (secton 6, refers) Items of personal expendture, for example, the cost of alcoholc beverages, newspapers and DVDs, (secton 5.1.1, refers) must be settled personally, by the clamant, pror to hs or her leavng the hotel Travel Management Company Reservatons for overnght accommodaton should be made through the Unversty s Travel Management Company, unless secton 9.1.3, apples. In exceptonal crcumstances, a Head of SBU may authorse and the Head of Procurement may then permt a reservaton to be made other than though the Travel Management Company. Where he or she has granted an excepton, the Head of Procurement wll notfy the relevant Purchasng Offcer wthn one (1) workng day of the approval beng gven. 15/24

16 Where a member of staff has been granted an excepton under the terms of secton 9.1.3, : a b t s the responsblty of the member of staff to notfy hs or her lne manager n wrtng (where the lne manager s not also the Head of SBU) wthn one (1) workng day of that approval beng gven of the locaton of the overnght accommodaton and the dates of occupaton; the member of staff may use a UH Purchase Card or a Corporate Card to make telephone credt card bookngs for overnght accommodaton Standard of overnght accommodaton Every effort must be made to ensure that the cost of such arrangements s as economcal as possble. Unless secton 20.1 apples, accommodaton should normally be obtaned n a three (3) or four (4) star hotel of reasonable qualty or n those hotels wth whch the Unversty has negotated preferental rates. Accommodaton overseas should be of a standard equvalent to the UK three (3) or four (4) star ratng. Any excepton to ths regulaton wll requre the pror, wrtten approval of the Vce- Chancellor (or nomnee). Where the proposed arrangements are for the Group Fnance Drector, the Secretary and Regstrar wll act as the Vce-Chancellor s nomnee. In all cases, the Vce-Chancellor (or nomnee) wll notfy the Head of Procurement wthn (1) workng day where he or she has approved an excepton to secton 9.1.4, UK The Unversty wll meet the cost, per nght, of accommodaton, breakfast and one telephone call and, as approprate and subject to the requrements of secton 15, the cost of other meals, snacks and non-alcoholc beverages. Where the expenses ncurred by the clamant wll not be recorded on the hotel bll, for example, where the clamant chooses to take a meal other than at the hotel, he or she must obtan recepts. Such clams are subject to the requrements of secton INSURANCE 10.1 Personal accdent and travel nsurance Employees, as defned n secton 3.2,, are afforded personal accdent and travel nsurance cover under the terms of the Unversty s nsurance Pror to travellng, all clamants, defned n secton 3.2,, as other members of the Unversty are personally responsble for ensurng that the Unversty s nsurance cover has been extended to provde them wth personal accdent and travel cover Prvately owned vehcles Where a prvately owned vehcle s to be used on Unversty busness, the owner must ensure that the vehcle's nsurance polcy has been extended to cover busness use (secton 5.1.1, d, refers). 11 ADVANCES (Note for gudance: Holders of Corporate Cards wll normally be expected to use ther Card rather than request an advance.) 16/24

17 11.1 Advances general regulatons The purpose of an advance s to enable an employee to meet any legtmate costs that he or she mght reasonable ncur whlst travellng on Unversty busness Subject to the requred authorsaton (secton 6, refers), the advance wll be pad to the employee n sterlng The followng factors wll be taken nto consderaton n the calculaton of advances: t wll be assumed that all travel and accommodaton arrangements have been prebooked and that no provson need be made n the advance for these costs and the number of days to be spent on Unversty busness, ncludng the length of tme spent travellng to and from the proposed destnaton and for travel on Unversty busness whlst overseas, any rest perods taken, n accordance wth the advce publshed by Human Resources 8 and the gudance publshed by HM Revenue and Customs 9 and the relevant lmt (secton 15, refers) Advances - requests Employees are requred to submt requests for advances va the Human Resources and Payroll System n accordance wth the nstructons publshed from tme-to-tme by the Group Drector Fnance Advances reconclaton The expendture of advances made to employees wll be reconcled through the Human Resources and Payroll System. In ths regard, employees wll comply wth the nstructons relatng to the use of the Human Resources and Payroll System, ncludng deadlnes and tmescales, publshed from tme-to-tme by the Group Fnance Drector and the regulatons set out n ths document (UPR FR05) Employees (ncludng students) recorded on the Human Resources and Payroll System are personally responsble for completng such reconclatons on the Human Resources and Payroll System and ensurng that all supportng orgnal documentaton, for example, recepts or other proofs of expendture, are receved by the nomnated offcer n accordance wth the arrangements and deadlnes publshed from tme-to-tme by the Group Fnance Drector. (Note for gudance: Where, n exceptonal crcumstances, an advance n made to an ndvdual who s not an employee, the advance wll be made on condton that the ndvdual completes the reconclaton n accordance wth the arrangements and deadlnes approved by the Group Fnance Drector and notfed to the ndvdual.) (enter worldwde subsstence rates n the search faclty on home page.) 17/24

18 12 CORPORATE CARDS 12.1 Corporate Cards wll be ssued at the absolute dscreton of the Group Fnance Drector (or nomnee) and only to employees, on the followng condtons: the Card s used strctly n accordance wth any rules whch the Group Fnance Drector may determne from tme-to-tme and whch are notfed to each card holder when a Card s ssued to them and are publshed on-lne at the followng locaton: unversty-servces/procurement/corporate-and-purchase-cards.htm v all expendture made usng the Card s verfed by orgnal documentaton, for example, recepts, or other proofs of expendture, unless the Group Fnance Drector (or desgnated deputy), has, exceptonally, gven specfc, wrtten authorsaton to unsupported expendture; the Card Holder completes such reconclatons n accordance wth the arrangements, deadlnes and tmescales determned from tme-to-tme by the Group Fnance Drector; all supportng orgnal documentaton, for example, recepts or other proofs of expendture, are receved by the desgnated offcer n accordance wth the deadlnes and tmescales specfed from tme-to-tme by the Group Fnance Drector Falure to comply wth the condtons set out n secton (12) may result n the wthdrawal of the Card. 13 MAKING AN EXPENSES CLAIM 13.1 Employees are requred to submt clams va the Human Resources and Payroll System n accordance wth the nstructons, deadlnes and tmescales publshed from tme-to-tme by the Group Fnance Drector The orgnal documentaton, for example, relevant recepts, ral tckets or other proofs of expendture, requred to verfy each clam wll be retaned by the Unversty for a perod of not less than seven (7) years Incomplete and/or ncorrect clams wll not be processed beyond ther beng returned to the clamant va the Human Resources and Payroll System whch wll notfy the clamant of the reason for the rejecton of the clam. It s the responsblty of the Authorsng Offcer to resolve the matter. (Notes for gudance: Clams made by ndvduals not recorded on the Human Resources and Payroll System wll normally be processed by the Accounts Payable Manager on the bass of orgnal supportng documentaton, for example, recepts, ral tckets or other proofs of expendture, and an authorsed Rembursement Clam form whch may be accessed at the followng locaton: Where the clamant s a student, the student s regstraton number must be shown on the rembursement clam form. Where the clamant s nether an employee nor a student recorded on the Human Resources and Payroll System ths must be shown clearly on the rembursement clam form.) 18/24

19 14 TRAVELLING BY CAR 14.1 Standard mleage dstances between Unversty campuses and stes Expenses clams for mleage travelled between Unversty campuses and stes wll be calculated usng the followng standard dstances: Hatfeld - Bayfordbury 9 mles Hatfeld - Felder Centre 2½ mles Hatfeld - Merdan House 2 mles College Lane Campus - de Havlland Campus (secton 14.2, refers) 14.2 Journeys between the College Lane and de Havlland campuses Clamants travellng between the College Lane and de Havlland campuses are expected to use the shuttle bus provded by the Unversty or to cycle or walk. The Unversty does not normally remburse the cost of vehcle mleage n the event that a clamant has chosen to use hs or her own vehcle when travellng between the two campuses on Unversty busness Use of own vehcle Employees may use ther own vehcles when travellng on Unversty busness and clam the mleage: a b c where the total dstance of the return journey s 170 mles or less and the journey wll be undertaken durng a sngle day; where the total dstance of the return journey s 290 mles or less and the journey wll be undertaken over more than one (1) day; where the approprate Authorsng Offcer has approved alternatve arrangements. Journeys on the UK manland should otherwse be undertaken by publc transport or by means of a vehcle hred through the Unversty's vehcle hre contract (secton 14.4, refers), unless exceptonal crcumstances, such as dsablty, dctate the use of the ndvdual s personal motor vehcle n whch case, wrtten approval for the journey must be obtaned n advance from the approprate Authorsng Offcer and the reasons for the use of a motor vehcle noted n the clam Vehcle hre UK Persons travellng on Unversty busness who requre a hred vehcle for travel n the UK, or to drve from the UK to a destnaton overseas, must hre the vehcle through the Transport Offcer ( ) by completng and submttng a Transport Bookng Form (car hre form). The Unversty wll not meet the costs of vehcle hre unless ths requrement has been met. Any varaton to ths regulaton wll requre the pror, wrtten approval of the Group Fnance Drector (or desgnated deputy). Full nformaton concernng the procedures for the hre of vehcles may be obtaned from the Transport Offcer ( ) Overseas Arrangements for hrng vehcles overseas must be made through the Travel Management Company Vehcle mleage rates The followng rates apply to expenses ncurred on or after 1 June /24

20 Employees and other members of the Unversty Hred vehcles used on Unversty busness: Clams for fuel wll be rembursed at cost on the bass of recepts or other orgnal documentaton. For prvate vehcles used on Unversty busness: a n any one tax year: car 0 10,000 mles 45p per mle; Over 10,000 mles 25p per mle; motor cycle: b 0 10,000 mles 25p per mle; dsturbance/relocaton: 45p per mle (subject to elgblty and pror approval, for example, as part of a relocaton package, ths rate apples to addtonal mleage travelled by an employee from home to hs or her place of work as a result of relocaton), (effectve 1 June 2011); (Note for gudance: The Unversty s polcy and the rules governng employees elgblty for these allowances and the process for makng a clam are publshed by Human Resources at the followng locaton: c bcycle: 7.0p per mle; d addtonal rate for each authorsed passenger: 2.0p per mle Travellng by car - makng a clam Clams n respect of prvate vehcles used on Unversty busness must: a b c d be calculated n accordance wth the rates approved from tme-to-tme by the Vce- Chancellor; be for complete mles; where the journey nvolves usng all or part of the route normally travelled to work, have all home to work mleage deducted from them unless secton 5.9 apples; not nclude congeston charges Travellng by car - record of journey Clamants are requred to keep a record of all journeys n respect of whch they have, or ntend, to clam expenses for mleage. These records may be scrutnsed by the Unversty s audtors and other external agences, ncludng Her Majesty s Revenue and Customs (HMRC) and must show: a the mlometer readngs at the begnnng and end of any journey whch s not subject to standard mleage dstances (secton , refers) and 20/24

21 15 SUBSISTENCE b nformaton about, and the reasons for, each trp ncludng the names of any passengers carred n the vehcle durng the journey and c an accumulated total of the mleage travelled durng each Tax Year (6 Aprl 5 Aprl) and d the dates on whch expenses clams were made n respect of the journeys whch are recorded The Unversty wll meet subsstence costs: v where, n the course of hs or her dutes for the Unversty, a clamant vsts an establshment outsde the Unversty whch s three (3) mles or more (sngle journey) from the clamant s home and hs or her normal place of work or where the clamant s transport or the nature of the work nvolved make t mpractcable for the clamant to return ether to hs or her normal place of work or to hs or her home; n respect of meals, snacks and non-alcoholc beverages taken by a clamant provded that the clam s made n accordance wth the regulatons set out n ths document; where a bookng for accommodaton does not nclude the cost of breakfast, other meals, snacks and non-alcoholc beverages n whch case the clamant wll be rembursed n accordance wth the regulatons relatng to subsstence (secton 15, refers); n respect of clams supported by recepts or other approprate documentaton, at the actual cost ncurred, up the maxmum amounts permtted under the provsons (as approprate) of sectons and , to cover the cost of meals, snacks and nonalcoholc beverages taken by a clamant durng the course of a bona fde busness journey undertaken on behalf of the Unversty Subsstence costs cannot be clamed: n respect of meals, snacks and non-alcoholc beverages whch have been provded by the clamant s host; where the journey s made to other Unversty premses Subsstence lmts UK Wth effect from 1 September 2004, the maxmum amount whch the Unversty wll pay n respect of subsstence clams supported by recepts or other approprate documentaton s as follows. For absences of up to: a four (4) hours: 7.00; b eght (8) hours: 13.50; c twelve (12) hours: Overseas The Unversty wll determne, at ts absolute dscreton, the maxmum amount whch t wll pay s respect of subsstence clams supported by recepts or other approprate documentaton made n connecton wth a country or terrtory and n ths regard wll be guded by the rates publshed from tme-to-tme by HM Revenue and Customs at the followng locaton: (enter worldwde subsstence rates n the search faclty on home page.) 21/24

22 16 WORKING OVERSEAS AT WEEKENDS - EMPLOYEES AT GRADE UH6 OR BELOW 16.1 Wth effect from 1 June 2010, the Unversty wll make payments to staff at grade UH6 or below who are or workng outsde the UK on Unversty busness, n accordance wth the rules set out n ths secton (16) These payments are not expenses clams and wll, therefore, be processed usng the procedures determned from tme-to-tme by the Secretary and Regstrar for addtonal payments for hours worked. It should be noted that these payments are lable for Income Tax and/or Natonal Insurance contrbutons Staff at grade UH6 or below wll not be enttled to clam overtme payments for hours worked durng the tmes specfed n the schedule set out n secton 16.4 or to clam tme off n leu for hours worked durng the tmes specfed n the schedule set out n secton These payments: wll be made to staff at grade UH6 or below n accordance wth the followng schedule: Workng overseas at weekends - employees at grade uh6 or below secton 16, refers Perod durng whch travel or work takes place Payment Saturday 50 Sunday 50 v are ntended to compensate staff at grade UH6 or below who are travellng outsde the UK on Unversty busness, or workng outsde the UK on Unversty busness on Saturdays and Sundays; wll not be pad n respect of travel outsde the UK on Unversty busness, or work outsde the UK on Unversty busness whch takes place at tmes other than those specfed n the above schedule (16.4, refers); wll not be pad to staff at grade UH7 or above. (Approved by the Chef Executve s Group on 1 June 2010.) 17 ENTERTAINMENT (Notes for gudance: No personal lablty for Income Tax or Natonal Insurance contrbutons wll arse n respect of entertanment expenses ncurred by employees who clam n accordance wth the rules set out n ths secton and elsewhere n ths document. However, clamants should note that a falure to comply wth these rules may result n ther beng personally lable for any Income Tax and/or Natonal Insurance contrbutons assocated wth the clam. For the avodance of doubt, t should be noted that expenses clams for departmental or socal events, ncludng clams n respect of refreshments or meals whch may be provded when colleagues leave the Unversty s employment, fall outsde the scope of these regulatons and that such expenses clams wll not be met.) 17.1 All arrangements for entertanment must be approved n advance by the approprate Authorsng Offcer (secton 6, refers). 22/24

23 17.2 Entertanment - on Unversty premses Food Hertfordshre s the sole provder of caterng servces wthn the Unversty and all such servces must, therefore, be obtaned through Food Hertfordshre. Exceptons to ths requrement wll be permtted only wth the pror, wrtten consent of the Group Fnance Drector (or desgnated deputy). The Unversty reserves the rght to refuse to meet the cost of any caterng servces obtaned n breach of ths regulaton (17.2.1) To avod lablty for Income Tax and/or Natonal Insurance contrbutons, workng lunches and other refreshments suppled durng a meetng on Unversty premses by Food Hertfordshre must be an ntegral part of that meetng Entertanment - other than on Unversty premses (corporate entertanment) Expenses for entertanment wll not be rembursed where all of the persons present were employees Bookngs should be made through Procurement. (Note for gudance: For the purposes of UPR FR05, entertanment and hosptalty other than on Unversty premses s defned as corporate entertanment.) Clamants must supply full detals of the reasons for the clam, the names of those present and the organsatons represented by those persons who were not employees. A clam wll not be pad unless t s accompaned by a lst of the partcpants Only the cost of a meal and non-alcoholc beverages for each person present and one glass of house wne (or equvalent) per person wll be rembursed The Group Fnance Drector (or desgnated deputy) at hs or her absolute dscreton, may refuse to pay all or part of a clam whch he or she regards as unreasonable or nconsstent wth the provsons of UPR GV12 1. (Note for gudance: The current lmt that can be clamed by an ndvdual for entertanment before t s regarded as a taxable beneft by HMRC s 150 per annum.) Corporate entertanment costs must be charged to the correct expense code n the expenses clam or Corporate Card analyss as these costs are dsallowed by HMRC as a tax deducton by the Unversty Incdental costs, for example, tax fares to restaurants at whch guests were entertaned, should be categorsed as corporate entertanment n the expenses clam and not clamed under travel. 18 UNIFORMS 18.1 Unforms: a b c wll be ssued by the Unversty n response to specfc operatonal needs, for example, to meet the requrements of Health and Safety legslaton; wll, where possble, be marked wth the Unversty logo or crest; must not be worn for non-unversty actvtes. 23/24