TRAVEL & SUBSISTENCE CLAIMS – October 2014
1Types of expense forms for staff/students.
2Types of expense forms for visitors.
3TRAVEL: MILEAGE CLAIMS.
4TRAVEL: OTHER.
5SUBSISTENCE/OTHER EXPENSES.
6Final checks for claimants.
7Final checks for Budget Holders.
8Links to forms.
9Examples of Standard Mileage calculations.
Completing the correct form:
1Expense forms -(STAFF & STUDENTS ONLY)
2Expense Forms –(VISITORS ONLY)
N.B. we can make payment to visitor’s bank accounts by Faster Payment. However, when the form is completed, the bank details need to be highlighted on the form that the payment should be paid into.
Now it’s time to complete the form –
Points to remember:
3 Mileage Claims
AA Route Planner is an audit requirement for all mileage claims (Please stipulate in the Additional notes box of any reasons for deviance of standard AA Route, e.g. diversions in journey due to roadworks etc.,asthe route payable is determined by entries on the form). Therefore please ensure postcodes are shown for all journeys taken.
Please feel free to attach any written supporting documentation (e.g. a delay in submitting your claim) to the form as this will help speed the process.
3Rail Travel, Tube, Taxis, Buses & Tolls etc.
NO 1st class travel is allowed.
Only ORIGINAL & DETAILED tickets/receipts can be accepted (This is to ensure audit can see clearly what type of ticket has been purchased).
5Accommodation and subsistence required for Deanery business
Includingoverseas
Staying in London -
Accommodation including subsistence mustnotexceed £150 per 24hr period.
Outside of London –
Accommodation including subsistence mustnotexceed £110 per 24hr period.
N.B.NO alcoholcan be claimed and Only ORIGINAL & DETAILEDreceipts can be accepted.
Claims without receipts will not be paid.
N.B. For Overseas Claims all flights and accommodation should be made through an official purchase order, unless proof is provided that it is cheaper to purchase yourself. You should not book any travel arrangements until an EXP4 has been approved by the Head of School- Professor Derek Gallen.
6 CHECKS FOR CLAIMANTS – This includes Cardiff University Staff
who check claims
- Has the correct form been completed e.g. EXP3 for Visitors Only Claims?
- Have you checked your journey throughAA Route Planner and stated you have done so?
- Have you provided postcodes for each journey(Please include any diversions in the additional information box located in the bottom right hand side of the form), along with the reason why a direct route was not taken?
- Have you provided ORIGINAL & DETAILED receipts?
- Have you provided a reason for the expense on the form e.g. attending a course etc.?
- Have you signed the form?
- Have you checked the submission date of the claim is not over 3 months?
- If Visitor’s wish to receive their payments direct into their accounts, their bank details need to be shown and highlighted clearly on the form.
- Once completed and checked all claims should be submitted to the relevant budget holder.
- Have you provided any supporting documentation if required.
7 CHECKS FOR BUDGET HOLDERS
- Have you provided the Analysis Code (Budget code)?
- The claim is for Deanery business only.
- Only original signatures can be accepted therefore e-mailed copies of forms are not acceptable.
N.B. All claims must be submitted within three months of the expense.
9Examples of Standard Journeys – Calculated through AA
Route Planner
a)CF14 4YS (Deanery) to CF64 2XX (Llandough) – 6 miles
b)CF14 4YS (Deanery) to CF47 9DT (Prince Charles Hospital)– 24.4 miles.
c)CF14 4YS (Deanery) to NP20 2UB (Royal Gwent) – 11.3 miles
(Please show postcodes only in from and to fields on Expense form as shown in journeys above).
N.B. If a different route is taken to the standard outlined on the AA Route Planner, please specify your reason and the new route in the additional notes field located at the bottom right hand side of the expense claim form.
Links to Expense forms
S:\Common\Finance Forms - Oracle\Expenses\PGMDE Expense Claim Guidelines