British Education Studies

Expenses Claim Form

Name / Date
Bank Account Number / Sort Code
Date / Details of Journey / Expenses / Mileage / TOTAL
£ / p
Total

Declaration

These expenses were incurred and claimed wholly and necessarily in the course of attending a BESA event. Journeys made by private vehicle were covered by my insurance policy and I hold a valid driving licence, & MOT certificate.

Signature of Claimant
Authorised by & Date

Expense Claims

Expenses can be claimed if they incurred wholly and necessary in the course of attending a BESA event (e.g. conference, executive meeting) AND if the expense has been authorised in advance by the BESA treasurer. Receipts (original or scanned) must be presented with any claim. Costs which go above any of the maximums indicated below which have not been agreed in advance are incurred at your own expense.

Public Transport

Claiming for the cost of public transport is allowed if used to attend a BESA event. Bookings should be made at no less than four weeks in advance of the event. The booking should be for a standard fare on the service provided. Additions such as upgrades or other optional extras cannot be claimed and are added at your own expense. The maximum amount that can be claimed for any one such trip is £80.

Use of Private Vehicle

Claiming for the cost of using a private vehicle is allowed if used to attend a BESA event. Pleasecalculate the mileage using Googlemaps and confirm it with the BESA treasurer in advance of the trip. BESA will only guarantee to honour such mileage claims that have been confirmed this way in advance. Mileage for a single trip can be claimed at a rate of 40p per mile up to a maximum of 200 miles.

You should ensure that you have the appropriate licence, MOT test certificate, and insurance that includes business use. BESA accepts no responsibility for claims made against those who fail to have the appropriate insurance

Subsistence

Claiming subsistence costs is allowed based on the principle that travelling to and/or attending a BESA event prevented you from taking meals at your home or normal place of work. The maximum allowances per meal are: Breakfast £5.00, Lunch £5.00 and Dinner £10.00.

Overnight Accommodation

Claiming accommodation costs is allowed based on the principle that, in order for you to attend a BESA event it was not be possible for you to travel to/from your home on the same day. The maximum allowances per night are: Staying with friends/relatives £20, B & B (London) £85, B & B (elsewhere in the UK) £60.