Travel and Accommodation Allowance

Where overnight accommodation is essential for University business we will pay reasonable expenses covering:

  • the cost of the room
  • evening meal
  • breakfast
  • one reasonable private telephone call per night

Where meals are not taken in the hotel, separate restaurant receipts should be obtained, or alternatively staff may claim subsistence allowances see below.

Staff should note that items of a personal nature such as mini-bar drinks or video hire will not be reimbursed by the University. Where these items are included on a bill, which is to be settled directly by the member of staff, the costs should be deducted by the claimant prior to the submission of the claim for reimbursement.

Where the bill is paid by the University direct (as on certain overseas bookings) the cost of prepaid items will be covered (accommodation and food) and the member of staff must settle all other costs incurred on checking out.

Daily Subsistence Rate

The daily subsistence rate only applies if you are further than four miles away from either your home or your normal base.

If your time away from home:

  • is between five and 10 hours in length the rate is £6.00 per person
  • is over 10 hours in length the rate is £10.00 per person and covers two meal times
  • starts before 07.00 hours and finishes after 19.00 hours the rate is £15.40 and covers breakfast, lunch and dinner

Important changes to Family and Friends allowance


The University's policy that members of Staff can claim £25 a night in lieu of subsistence if they stay with Family or Friends has been withdrawn for University employees from 01 June 2016.

The Expenses Team will not be permitted to reimburse Family and Friends Allowance with effect for all claims submitted from 01 June 2016.

This follows wider changes to HMRC rules governing the reimbursement of business expenses from 05 April and the withdrawal of all employer specific agreements with HMRC from that date

If you have any queries regarding this then please contact the Expenses Team.

Need Help or More Information?

Who to Contact
Contact the Expenses Team for advice and guidance on claiming expenses