ULSTER UNIVERSITY TRAVEL AND EXPENSES POLICY

Transcription

1 ULSTER UNIVERSITY TRAVEL AND EXPENSES POLICY

2 DOCUMENT CONTROL Document Title Travel and Expenses Policy Document Version V2.0 Author Mark Harvey - Accountant Custodian Chief Finance Officer Approving Committee Finance Managers Group Policy approved date 1 July 2017 Policy effective from date 1 July 2017 Policy review date 1 July 2018 Changes from previous version: Title has changed from Expenses Policy to Travel and Expenses Policy The section regarding the responsibilities of claimant and supervising officer has been removed. Indicative overseas subsistence rates removed as out of date. Acceptance of gifts and hospitality removed as it does not relate to expenses. University mobile telephone reimbursement of personal use moved to own policy. 1

3 CONTENTS Title Page No. 1 Introduction 3 2 Travel and Subsistence 2.1 General Principles Definitions Car Travel Air, Rail Travel and Accommodation Prior Approval Booking Travel Travel Insurance Overnight stays within vicinity of University by Senior Officers Subsistence Allowances Day Subsistence Overnight Subsistence (GB and Northern Ireland) Overseas Over-night Accommodation And subsistence (Outside GB and Northern Ireland) Currency Exchange Charges/Rate Advances of Subsistence Medical Charges Spouse/Partner Gratuities Alcoholic Drinks Other Expenditure Extension of Business Trip for Personal Reasons (including Personal Research) Claim Form/Receipts Recouping Cost of Trip from Third Body Time Limit for Claims 12 3 Taxis 3.1 General Late night taxis Other use of taxis 13 4 Hospitality 4.1 Venue Guest to Staff Ratio of 1: Spouse/Partner Maximum cost per head Gratuities Other Expenditure Claim Form/Receipts Time Limit for Claims Refreshments at Meetings on Campus Hosting a Dinner or a table at a Dinner/Function 16 5 Other Expenses 5.1 Course/Conference Fees Provision of Accommodation Use of Private Phone for Business 18 2

4 1. INTRODUCTION The University will reimburse staff for all expenditure that has been wholly, exclusively and necessarily incurred for business use, subject to the financial limits detailed herein. The following pages detail the procedures that must be followed by Council Members, the Vice-Chancellor, Senior Officers, staff, research students and lay members of committees in order to secure reimbursement of expenses. The procedures are based upon University policy that has been adopted by the Resources Committee and reflected in the University s Financial Regulations. Additional information and relevant forms forms referred to in this policy are available on the Finance Department website. For reimbursement of expenses for visiting lecturers, external examiners, other students, etc., claim forms are available from the relevant Faculty Office or Payments Section. A fundamental principle of good practice in internal control is that staff cannot self-approve the expenditure in question and must therefore obtain approval from the appropriate line manager. This principle applies to all circumstances within the University irrespective of funding source, such as University funded, Research funded, self-financing funds, etc. The same principle also excludes approval being given by a line manager who was party to the activity resulting in the expense claim. In such circumstances, approval is required from a more senior level. Also, in the interests of probity, an expense claim must not be approved by a close relative of the staff member, e.g. spouse or parent. 3

5 2. TRAVEL AND SUBSISTENCE 2.1 GENERAL PRINCIPLES It is recognised that business travel plays a crucial role in the University achieving its corporate goals. With this in mind, the University has a duty to ensure that business travel is conducted responsibly and only when necessary. This is a fundamental principle of this policy as it benefits both the University and its staff members as the following are reduced: the risks associated with business travel, i.e. the University s duty of care to staff and the personal risks to the staff member travelling; the associated environmental impacts of travel related carbon emissions; the costs of travel and accommodation; and time spent travelling on business. As a result, when considering the need to undertake business travel, staff (including those with the responsibility for approving business travel) should therefore ask themselves if the journey is necessary. The University has excellent videoconferencing facilities available, the use of which should be fully considered as a viable replacement to travel. Business travel has been identified as one of the University s main environmental impacts, with challenging business travel reduction targets included within the Carbon Management Plan. Staff will have a key role to play in the achievement of these targets. Travel accounts for a significant proportion of the University s running costs and we are required to ensure that this money is disbursed in accordance with a policy and procedure aimed at fairness and good value for money. 2.2 DEFINITIONS Permanent Workplace: HRMC defines a permanent workplace as a place at which an employee works and which he/she attends regularly for the performance of the duties of employment. It is usually clear whether or not a place is an employee s permanent work place (and therefore, whether a journey to that place is ordinary commuting). An employee regularly attends a particular workplace if the attendance is frequent, or it follows a pattern, or if the place is one at which the employee usually attends for all or almost all of the period for which he or she holds, or is likely to hold, that employment. The proportion of an employee s working time spent at a particular workplace is a factor in determining whether or not it is treated as a permanent workplace. Even if the employee attends the workplace only one or two days a week, if it is on a regular basis, the workplace may still be a permanent workplace. 4

6 Temporary Workplace: a workplace is a temporary workplace if an employee goes there only to perform a task of limited duration or for a temporary purpose. However, a temporary workplace may become a permanent workplace where an employee attends it in a period of continuous work that lasts, or is likely to last, more than 24 months. This is likely to be the case where an employee spends 40% of his or her working time at that place. 2.3 CAR TRAVEL The University will pay for travelling expenses of members of staff for journeys made in the performance of their duties as employees of the University. Travelling on University business can be reimbursed without Tax and NIC deductions. Return journeys between home and permanent workplace (including journeys outside normal working hours and at weekends) are classed as Ordinary Commuting and not Business Travel and cannot be claimed. Staff must claim mileage using the online system available via the portal. Annex A sets out the process for a mileage online claim. Motor Mileage Allowances The following mileage rates are payable for use of private motor cars in any financial year: Up to 10,000 miles Over 10,000 miles 45p per mile 25p per mile Please note that all online mileage claims must be made within a period of 90 days (3 months) from the date of travel. The web-based claim forms will not accept mileage claims after this cut-off point. Staff are encouraged to share car journeys with colleagues attending the same meetings where possible. Staff are also encouraged to schedule more than one meeting on the day of travel to reduce the number of journeys undertaken. Calculation of Mileage Entitlement Mileage allowances are payable between the permanent workplace and the place visited by the shortest practical route. To assist in the completion of claims, the distances of the most regular journeys likely to be made by University staff are available on the online claim form. Where other journeys are undertaken the approved AA mileage will be paid. If a member of staff travels on University business to a place other than his/her permanent place of work (including a journey to a temporary place of work) and the journey begins and/or ends at home, travel expenses will be paid on the basis of actual mileage travelled less normal commuting mileage from the individual's home to their permanent place of work. Claims should therefore be for additional mileage only. 5

7 Insurance Staff must have adequate insurance including cover for passengers and goods if applicable. The individual s policy must specifically include business use. Parking fines and other such penalties These are the responsibility of the individual driver and cannot be reclaimed from University funds. Car Parking Charges Car parking charges will be reimbursed to staff on the presentation of receipts, if undertaking official university travelling. Claim By submitting a mileage claim, employees are confirming that they have complied with the University s regulations, that they have undertaken the journey wholly, exclusively, and necessarily in the course of the University s business, that they have a current valid driving licence and adequate insurance cover. 2.4 AIR, RAIL TRAVEL AND ACCOMMODATION PRIOR APPROVAL The approval of a line manager is required by staff before any travel arrangements are made by submitting a Prior Approval to his/her line manager for authorisation using the online web-based system. Staff should complete a detailed breakdown of the total cost involved in the travel to and from the business trip. Only when this has been approved and a Prior Approval Number has been secured can travel arrangements be booked. For insurance purposes a Prior Approval form should still be completed where staff are representing the University but the University is not covering the cost of any aspect of the business trip. Class of Travel Where air or train travel is required, staff should use the most economic option based on the table below: Category Comments Flights (flying time) Up to 8 hrs. Over 8 hrs. Generally should be the cheapest direct route Senior Officers (Vice-Chancellor, Pro-Vice- Chancellor, Executive Dean or Head of Administrative Department) may use business class travel; all other staff should use economy class travel where available. 6

8 In exceptional circumstances (e.g. where economy class travel is not available or for a long haul business trip or for early morning appointments) staff may use business class if Prior Approval is obtained from their line manager. Staff must attach a memorandum of explanation to the prior approval form. Trains Standard class fare UK and Ireland (the only exception to this being the use of first class travel on Belfast to Dublin Enterprise). Pre-booking tickets in advance can deliver significant cost savings 2.5 BOOKING TRAVEL It is the University's primary aim to ensure that all staff members remain safe and healthy during any trips in connection with University business. The University expects all members of staff to ensure that any travel arrangements are made with their safety and wellbeing as the ultimate priorities. The University s appointed travel agent (Key Travel) has been selected through a competitive process to enable the University to obtain the most favourable service and terms available. The procedure for booking with Key Travel is set out in Annex B. All business flights must be booked through our travel partner Key Travel - either by using the online booking tool (Annex B) or by calling Key Travel directly. Travel arrangements should be made using the online booking function as this incurs lower charges than bookings made over the phone or by . Any traveller, once their profile is set up and they are authorised, is capable of booking with Key Travel online or in person. Rail and hotels can be booked using Key Travel, however when more competitive prices are sought these can be booked directly by using the University Purchase Card. It should also be noted that conferences should be booked directly using the Purchase Card, as Key Travel do not always get the hotel conference rate. Purchase Cards will not be permitted for making travel booking with Key Travel. All University staff must have a Prior Approval Number and Cost Code before confirming travel arrangements with Key Travel. Key Travel will provide the following services: online bookings for flights, hotels, ferry, trains and car hire; 24 hour, 365 days a year emergency service number; budget airline flights and fares; 7

9 consolidated air fares, alternative airlines, routing and fares to be advised as a matter of course; passport and visa services; and personal profile records for individual travellers. 2.6 TRAVEL INSURANCE The University has a travel insurance policy, which covers all members of staff and students whilst travelling on University business. It is not necessary, therefore, to take out a personal travel policy for such journeys. A summary of the policy, together with other insurance information, is available on the Finance Department website. Staff and students should print a copy of this document and take it with them on their journey. Any queries on the policy should be addressed to Glynis Elder on extension OVERNIGHT STAYS WITHIN VICINITY OF UNIVERSITY BY SENIOR OFFICERS The need for a prior approval application is not intended to cover those instances where Senior Officers are required to stay overnight in the vicinity of one of the University campuses in order to attend early morning meetings. Claims for overnight stays of this nature should be approved by the Chief Finance Officer. The claim form should include a brief note on the reasons for requiring an overnight stay. 2.8 SUBSISTENCE ALLOWANCES Subsistence allowances are payable for absences from normal place of work on official University business DAY SUBSISTENCE Day subsistence is payable without receipts where an employee must necessarily purchase a meal (or meals) at greater cost than if he/she had been at their permanent place of work. It is not payable in respect of travel between Ulster University campuses and facilities. The rates payable as follows: More than 5 hours but not more than 10 hours More than 10 hours but not extending overnight 4.25 (without receipts) 9.30 (without receipts) When a main meal, full breakfast, lunch, or dinner, is purchased on a train, boat or plane, or at an airport, and so on, during a period qualifying for day subsistence allowance, the full cost of the meal, (including VAT but excluding alcoholic beverages) may be reimbursed, subject to production of receipts. 8

10 The number of meals attracting reimbursement under this provision will affect the amount payable: a. for absences of more than five hours, but not more than 10 hours one meal in lieu of payment for the five hour ( 4.25) rate. b. for absences over 10 hours, one meal plus the normal 5-10 hour rate or two main meals up to a maximum of c. where an absence exceeds 12 hours and a breakfast is necessarily purchased a special supplement of the more than five hour rate ( 4.25) will be payable. In such circumstances, the total amount payable for the day will be subject to the limit of the 10 hours subsistence rate plus the special supplement, which will be reimbursed on a receipted actual basis. d. all claims will be tested for reasonableness and a maximum of is payable for each absence OVERNIGHT SUBSISTENCE (GB and Northern Ireland) Overnight subsistence allowance covers an overnight absence of 24 hours plus any additional period not reckonable for day subsistence allowances. Subsistence allowances are paid on a receipted actuals basis up to a maximum of: London Receipt actuals for bed and breakfast up to a ceiling 150 (incl.vat) plus actuals up to a maximum of to cover lunch and 25 to cover dinner. Elsewhere in GB and Northern Ireland Staying with friends or relatives Receipt actuals for bed and breakfast up to a ceiling 85 (incl. VAT) plus actuals up to a maximum of to cover lunch and 25 to cover dinner. The University will reimburse the cost of any hospitable gesture (e.g. gift or meal) up to a maximum of 20. Receipts must support this. Overnight subsistence is not payable if you are: attending a residential training course or inclusive business trip where the University meets the full cost; or where meals are provided as part of business meeting, conference etc. Where the limits for bed and breakfast are insufficient in particular instances, the staff member must attach a memorandum of explanation and receipts to the claim form. Reimbursement will be permitted if the explanation is accepted and the claim approved by the approving line manager and countersigned by a Senior Officer OVERSEAS OVER-NIGHT ACCOMMODATION AND SUBSISTENCE (Outside GB and Northern Ireland) The reimbursement of expenses incurred in travelling on official University business outside the United Kingdom is based upon actual costs. Reimbursement will be permitted as proven by the receipts so long as the line 9

11 manager deems the expenditure to be reasonable and not in breach of University policy and procedures. The test for reasonableness will take into account UK subsistence rates and local cost of living factors. The HMRC Worldwide Subsistence Rates will act as a guide for line manager when approving claims. Overseas subsistence payments are calculated from the time of arrival overseas, until the time of departure overseas. Additional U.K. expenses (such as at airports) incurred as part of the international trip may be claimed on return, with the approval of the relevant line manager. 2.9 CURRENCY EXCHANGE CHARGES/RATE Currency exchange commission and charges paid as part of a business trip will be reimbursed if proved by original receipts and approved by the staff line manager. Where staff have incurred expenditure in a foreign currency, the Finance Department will normally reimburse expenditure at the exchange rate ruling at the time of reimbursement. To avoid incurring an exchange rate loss, staff should submit a copy of their credit card statement (highlighting the relevant amounts) or the receipt for purchase of currency with their expense claim. The sole purpose of submitting such documentation is to prove the rate of exchange incurred; it does not represent or substitute for original receipts ADVANCES OF SUBSISTENCE Advances of subsistence may exceptionally be granted. Please contact the Payments Office on extension ext for guidance MEDICAL CHARGES Medical items paid for by staff as part of a business trip will be reimbursed if proved by original receipts and approved by the staff member s line manager SPOUSE/PARTNER Travel expenditure incurred in relation to the accompanying spouse/partner of staff will only be reimbursed in exceptional circumstances. The University will only normally consider paying for a spouse/partner accompanying the Vice- Chancellor or members of the Senior Officers where; (a) (b) (c) there is an express and unsolicited invitation to the spouse/partner as well as to the member of staff; there is an explicit role for the spouse/partner to exercise in the course of the visit; and the visit is an official role made on behalf of the University and not for personal career development. 10

12 Such claims by Senior Officers must be approved by the Vice-Chancellor. Claims by the Vice-Chancellor should be approved by the Chief Finance Officer GRATUITIES Where a gratuity is paid as part of the business trip, this will be reimbursed up to a maximum of 10% of the total bill (before gratuity). Amounts in excess of this permitted maximum will not be reimbursed unless the gratuity has been paid in overseas countries where custom and practice requires a higher level of gratuity. Where a service change is included on the bill, no additional gratuity should be paid/claimed ALCOHOLIC DRINKS Staff are not permitted to reclaim the cost of any alcoholic drinks, which he/she has bought for personal use whilst on a business trip OTHER EXPENDITURE If staff incur travel expenditure that is not specifically covered in these procedures that expenditure may be reimbursed in exceptional circumstances. Staff must attach a memorandum of explanation to the claim form. Reimbursement will be permitted if the explanation is accepted and the claim approved by the staff member s line manager and countersigned by a Senior Officer. Such claims should not be approved unless the line manager is satisfied that the expenditure was incurred wholly, exclusively and necessarily in the performance of University business EXTENSION OF BUSINESS TRIP FOR PERSONAL REASONS (INCUDING PERSONAL RESEARCH) Incremental costs relating to extension must be paid for personally. It must be clearly demonstrated that University business was the primary purpose of the visit. Leave records should be appropriately completed CLAIM FORM/RECEIPTS All claims for the reimbursement of travel and subsistence other than car mileage must be submitted on the appropriate University claim form and must be supported with the necessary original receipts. Claim forms are available from the Finance Department website. A separate claim form is available for the use of Council members. If on completion of the business trip the actual expenditure incurred is in excess of the amount sanctioned on the prior approval form, then a memorandum of explanation should be attached to the expenses claim form for review by the staff member s line manager 11

13 Amendments to expense claim forms must be initialled by staff and approved by the staff member s line manager. As with all personal expenditure, travel and subsistence expenditure cannot be reimbursed through petty cash RECOUPING COST OF TRIP FROM A THIRD PARTY Where there is an agreement with another organisation to contribute part of the cost of the trip, this must be clearly stated on the prior approval form, including the costs and proportion that will be recovered. On return from the trip, the claimant has a choice as to how he/she secures receipt of the contribution. He/she may personally take responsibility for securing receipt of the contribution. In this instance, it is the claimant s responsibility to ensure that the outside body is informed of the actual cost of the trip and to secure receipt of the contribution. The outside body should be requested to send the cheque for the claimant s attention, care of the University and made payable to the Ulster University. On receipt of the cheque, the claimant should forward it to the Finance Department in Coleraine, attaching a memorandum detailing the cost centre to which it should be credited. Alternatively, the claimant may complete an invoice requisition (obtainable from the Faculty Office). A copy of the invoice requisition must be forwarded to the Finance Support Assistant (Payments Section) responsible for Expense Claims at Coleraine attaching a memorandum detailing the cost centre to which it should be credited. Once this is done, the claimant s responsibilities are fully discharged. Receipt of the contribution then becomes the responsibility of the Income Department TIME LIMIT FOR CLAIMS The University and its staff have a mutual interest in expense claims being submitted, approved and paid promptly. Consequently, expense claims should be submitted to the line manager no later than two months following the date of return from the trip. Reimbursement may not be made for claims received after the expiry of the time limit, unless a satisfactory explanation is provided. 12

14 3. TAXIS 3.1 GENERAL In general where an employee is provided with a taxi paid by his/her employer for a journey from work to home, this represents a benefit in kind, and must be treated as so on the employee s P11d. 3.2 LATE NIGHT TAXIS Under HMRC rules, the benefit of an employer paying for a taxi on behalf of an employee can be treated as exempt if the following four conditions are met: 1. the employee is required by his or her employer to work later than usual and until at least 9pm 2. this occurs irregularly 3. by the time the employee ceases work a. either public transport has ceased, or b. it would not be reasonable to expect the employee to use public transport; and 4. the transport is by taxi or similar road transport. Claims for taxi reimbursement, or any approved taxi invoice, must clearly show that the qualifying conditions have been considered and applied. This is the responsibility of the approver/budget holder, and random checks will be applied by University finance to ensure compliance. 3.3 OTHER USE OF TAXIS Social event travel: use of an employer-paid taxi for travel to or from social events, is deemed as staff entertaining and, again, would result in a taxable benefit arising, unless the employee has to attend the event and it is wholly, exclusively and necessarily in the course of the business. Prior approval should be sought from a senior officer to use a taxi in these instances. Travel between campuses: in the case where the taxi is deemed allowable for travel between campuses, the employee will only be able to reclaim the equivalent of the mileage allowance where that employee had used his or her own car. Taxi travel as part of a business trip: in the case where a taxi is used as part of a business trip, the cost of the taxi should be included on the prior approval and duly authorised in advance. The cost of the taxi can then be reclaimed upon production of a receipt, as part of the normal expenses reimbursement process. 13

15 4. HOSPITALITY 4.1 VENUE The University operates on-campus catering through a range of strategic partners, with Mount Charles as the lead, preferred partner. Staff should regard these University facilities as the preferred venue for hospitality events during the day and book these via the Catering Request Form. Catering at the Belfast campus can also be requested through The Academy Restaurant by contacting academyrestaurant@ulster.ac.uk. In exceptional circumstances, staff are permitted to use the other University commercial partners, which have a presence on campus. Departments that use alternative on-site suppliers will be required to raise an appropriate Purchase Order for supply. Purchase Cards are not permitted for catering. The only circumstances in which external hospitality expenditure (incurred in Northern Ireland) will be reimbursed to staff are: where the evening meal is for eight people or less; a memorandum of explanation is attached to the claim form and is accepted and approved by the staff member s line manager; and a memo/ is provided from the Catering management confirming that it is unable to provide the hospitality services required. 4.2 GUEST TO STAFF RATIO OF 1:2 There should be no more than two members of the University staff present to each non-university guest attending any hospitality event. On such occasions where there are more than two members of University staff present to each non-university guest, the claimant must attach a memorandum of explanation to the claim form. Reimbursement will be permitted if the explanation is accepted and the claim approved by the staff member s line manager and countersigned by a Senior Officer. Entertainment involving only University employees will not be reimbursed. 4.3 SPOUSE/PARTNER Hospitality expenditure incurred in relation to the accompanying spouse/partner of staff will only be reimbursed in exceptional circumstances. A memorandum of explanation must be attached to the claim form. Reimbursement will be permitted if the explanation is accepted and the claim approved by the staff member s line manager and countersigned by a Senior Officer. Such claims should not be approved unless the line manager is satisfied that the expenditure 14

16 was incurred wholly, exclusively and necessarily in the performance of the duties of the staff member s line manager. University staff should be aware that the HMRC normally regards such reimbursement as a Benefit in Kind. The University will disclose such expenditure as a Benefit in Kind to HRMC. 4.4 MAXIMUM COST PER HEAD Where University facilities are not available and external facilities are used, the maximum amount which can be reimbursed for all food and drink is: 15 for lunch per person if the hospitality takes place at lunch time. 30 for dinner per person if the hospitality takes place in the evening. Receipts must be obtained to cover all expenditure that is being reclaimed. Staff wishing to seek reimbursement of any amount which is higher than the maximum amount allowed per head, must attach a memorandum of explanation to the claim form. Reimbursement will be permitted if the explanation is accepted and the claim approved by the staff member s line manager and countersigned by a Senior Officer. Where such an explanation is not forthcoming reimbursement will be made up to the maximum amount stipulated above. 4.5 GRATUITIES Gratuities paid as part of hospitality within the United Kingdom will be reimbursed up to a maximum of 10% of the total bill (before gratuity) and subject to the maximum costs stated above. 4.6 OTHER EXPENDITURE If staff incur hospitality expenditure that is not specifically covered in these procedures that expenditure may be reimbursed in exceptional circumstances. A memorandum of explanation must be attached to the claim form. Reimbursement will be permitted if the explanation is accepted and the claim approved by the staff member s line manager and countersigned by a Senior Officer. Such claims should not be approved unless the line manager is satisfied that the expenditure was incurred wholly, exclusively and necessarily in the performance of the duties of the claimant s employment. 15

17 4.7 CLAIM FORM/RECEIPTS All claims for the reimbursement of hospitality expenditure must be submitted on the appropriate University claim form and must be supported with the necessary original receipts. Claim forms are available from the Finance Section of the University website. Amendments to expense claim forms must be initialled by staff and approved by the line manager. As with all personal expenditure, hospitality expenditure cannot be reimbursed through petty cash. Staff are responsible for settling the bill at the non-university facility (restaurant, hotel etc.) at which the hospitality is provided. Any unpaid bills will remain the liability of the claimant not the University. It is not permissible to have the restaurant/hotel etc. invoice the University for the cost of the hospitality. 4.8 TIME LIMIT FOR CLAIMS The University and its staff have a mutual interest in expense claims being submitted, approved and paid promptly. Consequently, hospitality claims should be submitted to the line manager no later than two months following the hospitality event. Reimbursement may not be made for claims received after the expiry of the time limit, unless a satisfactory explanation is provided. 4.9 REFRESHMENTS AT MEETINGS ON CAMPUS It may be necessary on occasion due to the anticipated duration of a meeting to order refreshments from Catering Department. The following should be observed before ordering refreshments: the anticipated duration of the meeting should be at least one hour refreshments should be limited to tea/coffee, biscuits and light snacks refreshments should be ordered using the University online catering requisition form HOSTING A DINNER OR A TABLE AT A DINNER/FUNCTION Only Senior Officers are authorised to host tables at dinners/receptions. This must be approved in advance by the Vice-Chancellor and/or the Chief Finance Officer, and the request must be accompanied by a memorandum of explanation outlining: the function the strategic benefit to the institution of attendance, and 16

18 justification of the clear business need. At least 66% of the guests must be external in terms of staff : guest ratio. 17

19 5. OTHER EXPENSES 5.1 COURSE/CONFERENCE FEES If a staff member is given prior approval by his/her line manager to attend a course/conference, a copy of the registration/booking etc. form should be forwarded to the Payments Section with a note clearly indicating which amount(s) should be paid and the Prior Approval number. The original registration/booking etc. form should be forwarded by the claimant to the organisers with a note that the University will issue payment in due course. 5.2 PROVISION OF ACCOMMODATION If a staff member is given prior approval by his/her line manager to provide accommodation in his/her home for a visitor who is on official business to the University an allowance of up to 20 per person per night will be payable. Reimbursement will be permitted if the explanation is accepted and approved by the staff s line manager. 5.3 USE OF PRIVATE PHONE FOR BUSINESS If a staff member is given prior approval by his/her line manager to use a private phone for business calls the cost of those business calls plus VAT will be reimbursed. No element of the rental will be reimbursed. The claimant must provide a memorandum of explanation together with a copy of the itemised phone bill on which business calls are identified. Reimbursement will be permitted if the explanation is accepted and approved by the staff member s line manager. This policy does not apply to Wardens. 18

20 MILEAGE ONLINE CLAIM PROCEDURES ANNEX A Journey Details Employees should provide full details when completing an online mileage claim. The Journey Details section should clearly outline the route taken. For complete Hme CE JN Hme, meaning home to Coleraine to Jordanstown to home. Reason for Trip The Remarks section should outline the reason for the trip. For example Meeting Professor Tom re. Research Grant 457. If is not sufficient to type Meeting or Work or Various. Mileage The mileage section should outline total claimable miles only. This is the total miles travelled less your daily commute. Other Claim Section The Other claim section should be used for car parking and tolls only. The receipts in respect of same should be attached to a Supplementary Expenses sheet and forwarded to your line manager for approval. Approver Mileage claim approvers/budget holders should familiarise themselves with the normal commute mileage of those staff for whom they approve mileage claims. This will allow them to accurately authorise all claims submitted. 19

21 KEY TRAVEL ON-LINE BOOKING PROCEDURES ANNEX B To use the Key Travel system you must first be set up as an authorised user. To do this Key Travel at topaz@keytravel.com or contact the Topaz team on and provide the following information: Department Title (Mr, Ms, Dr etc.), First Name and Surname Telephone number address Detailed instructions on using the Key Travel system can be found on Key Travel s website. To login, follow the steps below: 1. Login to 2. Click on client login (top right hand side) 3. Request a new password (sent within a few moments) 4. Login 5. Click on KT Online (under 'My Key Travel') to book flights and hotels When booking using Key Travel always ensure that you have your Prior Approval number and cost code when booking for a member of staff.. 20