UK traveland subsistence guidance

If you need to travel on Departmental business or are posted away from your normal place of work, any extra travel or living costs that you pay may be reimbursed by the Department.You should keep these expenses to a minimum in line with Departmental guidelines. This means taking advantage of cheap fare deals such as special offers, day returns or season tickets whenever possible.Any payments made from outside sources must be returned to the Department (except for travel costs incurred when on jury service).

How to claim

If you are submitting a travel expenses claim, you must:

  • complete theUK Travel and Subsistence claim formand send it to Amey for payment.
  • give full details of the journeys involved, including:
  • route taken
  • places visited
  • the form of transport
  • the time of travel
  • support all claims with the relevant receipts, unless receipts were not provided for example when using your oyster card (please provide an explanation for any lack of receipts on your claim form)
  • include an explanatory note for any unusual expenditure

You should make your claim promptly as late claims may be difficult to check. Claims for travelling should be submitted within a period of one month of the date of travel. Claims for transfer grants and recurring claims for long term allowances must be made within three months. Claims submitted later than the above time limits may be disallowed.

Countersigning travel claims

There are various conditions associated with countersigning travel claims. These are as follows:

  • Unless you are a Director General, your line manager will need to authorise your claim. If they are not available, someone senior to them in the same line management structure should authorise your claim.
  • Staff below the EO Grade cannot countersign claims.

As far as possible, the countersigning officer must ensure that:

  • the travel described actually happened
  • costs are reasonable
  • expenses incurred are genuinee.g. staff should not claim for lunch if lunch was provided.

The Department may refuse to meet claims (in whole or in part) for:

  • unreasonable expenses
  • expenses which could have been avoided had the journey been better planned.

Advances of expenses

You can apply for an advance to meet certain travel and subsistence expenses. The following conditions apply:

  • The advance should not exceed the total amount you expect to spend.
  • It will not cover motor mileage if you are away from your normal workstation.
  • All expenses must be accounted for within 28 days of the completion of the journey that they relate to.
  • Any outstanding balance that you can't account for will be recovered.

To apply for an advance, you will need to complete the Advance for Subsistence and other expenses claim form.

Tips and alcohol

Tips and gratuities are given at your discretion and won't be reimbursed. However, reasonable porter charges will be covered if you are carrying heavy or bulky luggage.The Department will not pay for alcoholic drinks or tobacco.

What is a period of absence?

A period of absence can be defined in a number of different ways. It is:

  • the actual time you were away if your journey starts and ends at your place of work; or
  • if you travel direct from home or return there directly, the shorter of
  • (a) the actual time of absence; or
  • (b) the time you would have been absent if the journey had started and ended at your place of work.

Cancellation or postponement of annual leave

If the Department asks you to cancel or postpone your annual leave, we will reimburse any costs involved, as long as you put in a valid claim with the necessary supporting evidence.All claims will need to be authorised by your line manager and sent to Amey.

Hire of Formal Wear for Official Functions

If you attend an official function which requires formal wear, and you need to hire an outfit, then you may be reimbursed the actual hire charges. If you attend official functions frequently, you can buy an outfit and claim the equivalent hire charge on each occasion it is used, until paid for. The cost will be met from Group budgets.