|
Description |
What we will pay |
Process |
Charge Code to use |
|
Accommodation (for one night) |
|
|
|
|
Accommodation at different venue |
Overnight
stay and breakfast (see below re main meal) |
If invoiced send to
QAEO
for payment
External could claim as
part of expenses
|
5650-NT00100 |
|
Catering |
|
|
|
|
This applies to all catering orders |
Up to £18.50 per head (1
department member and 1 external)
See
Main Meals |
Confirmation from Catering Services (DCT's)
must be sent to the QAEO |
5650-NT00100 |
|
Departmental Financial Transfer |
|
|
|
|
Transfer Requisition forms |
This form is mainly used for hospitality see
Main Meals |
The requisition (DT numbered forms) must be
sent to the QAEO for signature |
5650-NT00100 |
|
Fees |
|
|
|
|
|
The
University will pay an appointment fee of £250 |
This is organised by the QAEO |
|
|
Main Meal |
|
|
|
|
Elsewhere |
Up to £18.50 per head (1
department member and 1 external) |
NOTE:
Any costs above £18.50 per head will be charged to the department |
5650-NT00100 |
|
NYS Travel
Limited |
|
|
|
|
Travel Requisition forms |
See
Travel/Subsistence
Air fares at the cheapest rate (tourist or economy) will only be reimbursed
after approval by the QAEO.
|
A copy of the requisition (T numbered forms)
must be sent to the QAEO |
5560-NT00100 |
|
Postage |
|
|
|
|
|
Department to reimburse |
|
|
|
Printing |
QAEO will pay for copying of documentation |
Pink copy of the requisition
must be sent to the QAEO |
5155-NT00100 |
|
Reimbursement of Expenses |
|
|
|
|
Reimbursement Forms |
This form is used for hospitality see
Main Meals |
The requisition must be sent to the QAEO
for signature |
5650-NT00100 |
|
Travel/Subsistence |
|
|
|
|
Public Transport
|
-
Actual expenditure
on second-class rail, bus or coach fares will be reimbursed.
-
Cheap day returns
should be used where applicable. Car parking fees at a station will be
reimbursed.
-
Exceptionally, and
in approved cases, air fares at the cheapest rate (tourist or economy)
will be reimbursed
only after approval
by the QAEO.
-
If travelling by 1st
class travel, the difference between 1st and 2nd
class travel will be borne by the department.
|
The External Expert to
complete an Expense Claim Form and send to
the QAEO for signature |
5560-NT00100 |
|
Privately Owned
Vehicles
|
Approved rate 45p per
mile for the first 10,000 per annum, and 25p per mile thereafter.
Car mileage may only be claimed where public transport was not available.
Approval for reimbursement will only be given when one of the following
reasons applies and is stated on the front of this form.
-
public transport was
not available
-
apparatus or bulky
items were carried
-
the saving of time
could be warranted
-
the stated number of
people travelling together made it economic.
Taxi fares may also be
claimed in the above circumstances.
Motorcycles, Scooters
and Mopeds
Approved rate 22p per mile |
The External Expert to
complete an Expense Claim Form and send to
the QAEO for signature |
5560-NT00100 |
|
Subsistence |
Staff travelling on
University business may reclaim reasonable out-of-pocket costs of
subsistence, subject to the approval of the appropriate budget holder, and
provided the claim is fully receipted and vouched.
Postage costs for return of scripts etc will be paid for by the department. |
Complete an Expense Claim Form and send to
the QAEO for signature |
5560-NT00100 |
Vouching Receipts
|
With the exception of
approved mileage claims, receipts are required to enable us to process the
travel and subsistence claim efficiently. Please ensure that these are
attached to the claim form. |
|
|
