SUSTAINABLE TRAVEL FRAMEWORK, NEW TRAVEL POLICY AND TRAVEL EXPENSES CLAIM FORM
One of the outcomes of the Travel Finance Process Review was an update of the existing travel policy and the inclusion of a sustainable travel framework. Additionally, 2 new travel expense claim forms have been produced as a result of a requirement from HM Revenue & Customs to record more information for each claim. The new policy and claim forms will come into effect for all travel from 1st August 2008.
The new policy is available from the Finance website (http://www.brad.ac.uk/admin/purchasing/uni/UoBTravelPolicy.doc).
The major changes to the policy are as follows:
· Sustainable Travel Framework Included
Reducing carbon emissions is one of the core aims of the University of Bradford and to help achieve this a new sustainable business travel framework will be implemented with the new policy. This framework encourages people to first of all think about the reason for travelling and if technology may help them avoid the journey e.g. video conferencing. Following this the framework will prevent domestic flights and long single occupancy car journeys through the use of more environmentally friendly and work efficient trains and shared cars.
· Use of own car – There are now 2 mileage rates – a higher rate (40p) for the 1st 100 miles of a journey and a lower rate (23p) for the remaining miles of each journey.
This change supports the sustainable travel framework principles by reducing financial benefits of using inefficient cars for long journeys. Where a car journey is considered to be necessary, the new policy allows more choice as the financial incentive for hiring a car is removed.
The higher rate is the mileage rate approved by HM Customs & Excise and the lower rate has been determined after considering the running costs on the AA website. Should an employee have a car with high running costs, they have the opportunity to hire a car. Mileage allowance tax relief is available for the difference between the higher rate and the lower rate. Further information is available from HM Revenue & Customs www.hmrc.gov.uk/mileage/employee-factsheet.htm.
· Smoking is not allowed in hire cars or in an employee’s own car whilst travelling on business as the car is deemed to be a place of work. This is particularly important if other University colleagues or external passengers are in the car.
· Drivers must be aware of the restriction of mobile phone use when driving
· A risk assessment needs to be completed for all travel to countries deemed high risk by the Foreign & Commonwealth Office (www.fco.gov,uk). Insurance problems may arise where the Foreign Office advises against travel, if in doubt contact the Finance Office.
· The University Travel Insurance policy excludes any travel against medical advice or in connection with a pre-existing medical condition. Such cases need to be disclosed to the Insurer by contacting the Finance Office (Sandra Filby ext 3133 or Maxine Brown Ext 3061) and an extension to cover may be available to suit the individual circumstances.
There are 2 new travel expense claim forms which are available as excel spreadsheets and can be downloaded from the Useful Forms area of the Finance website (http://www.brad.ac.uk/admin/finance/private/forms.php). Claims for UK travel should be made on EXPUK form and claims for Foreign Travel on EXPFOR. Guidelines for completing the form are also available on the website.
Details should be entered onto the expenses worksheet which then automatically completes the summary worksheet. Both pages are printed by following the printing instructions. The printed claim form should then be signed, authorised and forwarded to Finance with receipts attached. The following should be noted:
· When claiming mileage, enter the number of miles as the spreadsheet will then automatically calculate the value.
· Hospitality – list persons in attendance and details of hospitality in the separate section of the form (for UK travel). Hospitality on overseas travel should be entered in the end column.
· The purchase of air tickets and books/other consumables should be done through the purchasing coordinator/secretary and therefore it should not be necessary to reclaim via a travel claim form.
The new forms will be available from 1st August but Finance will continue to accept the old forms until 30th September, but claims for mileage for journeys over 100miles after 1st August will be adjusted to the new rates.
If you have any comments or questions, we will be holding the following drop-in sessions:
Atrium 28th July 12.00 – 2.00 p.m.
Emm Lane Reception 29th July 12.00 – 2.00 p.m.
Atrium 30th July 12.00 – 2.00 p.m.
Unity Building Reception 31st July 12.00 – 2.00 p.m.
ADF 17/07/08