Travel and Expenses Policy

This policy provides guidance and general information relating to allowable expenses, travel and subsistence costs and authorisation required.

It is intended to comply with HM Revenue and Customs rules and to standardise procedures across the University.  

This policy applies to all employees, students or visitors undertaking work on behalf of the University. Although the policy covers most general situations relating to travel and expenses, it is not exhaustive. Therefore, in advance of incurring expenditure, employees are advised to ask their local Head of Finance if they are unsure of a particular situation and to obtain prior approval for the specific situations that are not listed in the document.      

All individuals should only claim for expenditure that is wholly, exclusively, and necessary in the performance of the duties of their employment and are always expected to minimise the costs they incur within reason, ensuring value for money to the institution as a primary consideration. 

View the Travel And Expenses Policy (PDF, 300KB).

Read our Travel and Expenses FAQs (PDF, 197KB).

Please note important guidance related to Corporate cards, including University’s PCI-DSS Compliance requirements related to Travel and Expenses Policy. (Staff only)

Policy last updated: 20 January 2025