UNIVERSITY OF PLYMOUTH

EXTERNAL ADVISER EXPENSES AND FEE CLAIM FORMS

GUIDANCE NOTES

Expenses Claims

The scales below indicate the limit to which the University will normally reimburse expenses relating to travelling and subsistence – External Advisers attending the University are therefore asked to submit their claims accordingly. All expenses must be supported by original itemised receipts or original travel tickets that clearly identify what has been paid.

Claims should be submitted within three months of returning from travel, unless there are legitimate reasons for late submission. All claims must be submitted within 1 month of the financial year i.e. 31st July to which they relate.

Category / Details / Notes
Travel
Note:
Air Travel, Car Hireand First Class Train Travel must be approved in advance. / Train fare / Standard return fare; ticket or receipt required showing route and fare.
Taxi / Receipts required.
Tube fare / Tickets where available.
Mileage / For the first 100 miles per journey, 45p per mile, thereafter 25p per mile.
Subsistence
Note:
The cost of alcohol cannot be claimed as part of the cost of a meal. / The daily subsistence rate is up to £40 and covers breakfast, lunch and evening meals.
Itemised receipts required.
Tips may be claimed up to 10% of restaurant bills if supported by an invoice or credit card receipt.
Accommodation
Note:
Should you wish to make your own arrangements please contact Central Quality Office before booking. / Normally hotel bookings will be made by Central Quality Office and the bill for Bed and Breakfast will be sent direct to the University for payment.
The University will reimburse expenses that have been incurred, up to the above limits, on production of receipts. We regret that we are unable to reimburse expenditure on incidentals such as telephone bills, newspapers, in-house movies and any alcoholic drinks. Please settle these bills with the hotel before leaving.

Fee Claims

Your fee should be claimed on theseparate Fee Claim Form. Please note that the fee will normally be paid through the PAYE system and, as such, will be subject to the normal tax deduction of 20%. If, however, you are self-employed we would be grateful if you could make this clear when submitting the completed claim form so it can be processed accordingly. If you are self-employed or you wish the fee to be paid to your employer or through your own Company, please complete Part A of the attached New Supplier Request form and return to us with your claim form.

Please note that where the £300 fee is paid to a Company it is inclusive of VAT.

Return of Claim Forms

Please send your completed claim forms to Ms Lynn Harvey, Central Quality Office, University of Plymouth, 2nd Floor, Hepworth House, Drake Circus, Plymouth, Devon, PL4 8AA