Quality Assurance Agency for Higher Education Travel and subsistence rules for staff QAA s rules for travel and subsistence arrangements have been designed with the intention of providing staff that are required to travel on business with the facilities necessary to operate in an efficient and cost effective manner, Prior to travelling, staff should consider whether the journey is essential, which should include the consideration of alternative arrangements to travelling e.g. video conferencing. QAA will reimburse staff for actual and reasonable expenses incurred wholly, exclusively and necessarily in the course of its business and in accordance with the maximum rates set in these rules. Travel and subsistence expenses reimbursed to a member of staff or charged directly to QAA (either by invoice or company credit card) within the limits set by these rules will not give rise to a tax or national insurance liability for that member of staff. Expense claims or payments that fall outside of these rules should not be authorised and should be sent to the Head of Finance. Approval for any exceptions to these rules can only be provided by the Head of Finance or Director of Resources. Such approval should be sought in advance and will only be considered in exceptional circumstances. Expenditure should only be incurred within the constraints of the appropriate budget. Reimbursement of expenses Claims for reimbursement should be prepared on an Expense Claim Form with supporting itemised receipts for each item (except mileage) attached to the form. Claims will not normally be authorised when supporting receipts are not provided. Credit card receipts alone will not be acceptable. Staff should normally submit claims for reimbursement of expenses not later than the month following the month in which the expenditure was incurred. Late claims may result in delay in reimbursement or, exceptionally, rejection of a claim. All late claims should be accompanied by a written justification for the delay, approved by the relevant authoriser. Claims which are received more than three months after they have been incurred will not be paid without a satisfactory justification for the delay and the approval of the Director of Resources. The claim should be coded, checked and authorised by the appropriate budget holder. The authoriser should check that all receipts are attached and that expenses have been incurred in accordance with these rules. When the claimant is also the budget holder then their director should authorise the claim. The Chair of the Board will be responsible for authorising the claims of the Chief Executive; the Director of Resources will be responsible for authorising claims of all the other directors. The Chief Executive will be responsible for authorising the claims of the Director of Resources. Staff should be aware that expense claims may be published in the future. 1
Allowable travel expenses A business journey is a journey that involves travelling to a business meeting that is not being held at your normal place of work from home; or from your normal place of work (the QAA office per your employment contract); or from another business meeting; and vice versa. QAA will normally be able to reimburse or pay for some or all of the journey costs though there are some restrictions imposed by HMRC and QAA particularly where mileage is claimed. If the journey is from home to a business meeting within a 10 mile radius of the normal place of work (or vice versa) then it is not classed as a business journey as HMRC deem this to be substantially the same as the normal commute and QAA is unable to reimburse or pay for the cost of such journeys. 1 Train Travel by train should be by standard class. These tickets should be fixed and purchased in advance. If flexible travel is required then one leg of the journey can be purchased as a standard anytime (open) single and combined with a non-flexible (fixed) single for the other leg of the journey. Train tickets will be purchased via QAA s appointed supplier of travel. Travel on the tube in London is much cheaper using an Oyster card. QAA does reimburse expenses claims for such journeys on the expectation that if asked colleagues can show that they had legitimate business reasons for the journey. It is legitimate expenditure for QAA credit card holders to purchase an Oyster card using the credit card, subject to this card not being used for personal travel. QAA will reimburse the cost of rail cards provided that it can be demonstrated that the cost of the rail card is covered by the savings made on the journey being claimed. 2 Air Flights which exceed 400 for UK and Europe and 1,000 for long haul will require prior approval from the Head of Finance or Director of Resources. Travel by air should normally be by economy class. Staff may travel business class where the scheduled flight duration is more than six hours with the prior approval of the Head of Finance or Director of Resources. Consideration should be given to premium economy flights and whether they provide a more cost effective way to travel; e.g. day flights where the staff member would arrive at their destination by 2300 hours. Within the UK, air travel should only be used when it is cost effective, e.g. cheaper than by train, or where the time saving is sufficient to justify any extra expense over road and rail travel. Tickets for staff should normally be purchased in advance through QAA s appointed travel agent. 2
3 Taxis Taxis may be used where there is no other public transport available or when they are more cost effective than other forms of transport. They may also be used for short journeys with heavy luggage. Justification for the use of taxis should clearly be given on the expenses claim form. Claims for taxi fares, including gratuities, which should not exceed 10 per cent of the fare, should be supported by receipts. All taxi drivers will produce a receipt if requested. Claims will not be re-imbursed if the relevant receipts are not attached. Taxis to and/or from UK airports must be approved in advance by the Head of Finance or Director of Resources. 4 Private cars Staff are encouraged to use public transport whenever possible for business journeys. If no public transport is available, a hire car may be requested (see 6 below). If staff choose to use their own car for a business journey they must confirm to QAA that they have appropriate insurance cover and a valid driving licence. In claiming business mileage on an expense claim form the staff member is confirming that he/she has such cover and will maintain such cover for any future business journeys. The mileage rate is set by QAA to cover the additional costs incurred by the car user including the cost of obtaining appropriate insurance cover. The mileage rate is set out in the table below: Business miles claimed in the tax year Up to 10,000 Over 10,000 Mileage Rate 45p per mile 25p per mile Business miles can be claimed for journeys to a place where QAA business is being conducted (the business meeting). Normal mileage to/from the place of work should be deducted where staff usually drive. The following table identifies business miles: Start Route End Claimable miles Home * Normal place of work (office) Home * None this is the normal commute Home * Business meeting Home * Whole journey less normal commute miles Home * Business meeting (within 10 miles of normal place of work) Home * None this journey is substantially the same as the normal commute Home * Business meeting Office Whole journey less normal commute miles Home * Business meeting (within 10 miles of normal place of work) Office The lower of; Whole journey less normal commute miles or Business meeting to office miles Office Business meeting Home * Whole journey less normal commute miles Office Business meeting (within 10 miles of normal place of work) Home * Office Business meeting Office Whole journey The lower of: Whole journey less normal commute miles or Office to business meeting miles 3
Start Route End Claimable miles Business meeting n/a Business meeting Home * Normal place of work Business meeting Business meeting Whole journey Place of work to business meeting (provided there is a substantive reason for calling at place of work) Normal place of work Home * Business meeting to place of work(provided there is a substantive reason for calling at place of work) *Home is your normal weekday address reimbursement of travel to/from an alternative address would be restricted to the cost of travelling to/from your normal weekday address if this would be lower. Your normal place of work or office will be QAA s office per your employment contract. Note that if the journey is from home to a business meeting within a 10 mile radius of the normal place of work (or vice versa) then it is not classed as a business journey as HMRC deem this to be substantially the same as the normal commute and QAA is unable to reimburse the cost of such journeys. A hire car should be used where it is more cost effective to QAA than paying business mileage. (see 6 below) If a member of staff chooses to use their own car when public transport or a hire car would be more cost effective to QAA then any claim for business mileage will be restricted accordingly, unless prior approval obtained from Head of Finance of the Director of Resources. Costs of parking charges will be reimbursed. Any fines or penalties incurred for motoring or parking offences will not be reimbursed under any circumstances and are the responsibility of the member of staff. As an alternative to private car, staff may claim the following rates if they use motor cycles or pedal cycles for business journeys. Mode of transport Motor Cycle Pedal Cycle Mileage Rate 24p per mile 20p per mile 5 Passenger Rate In addition to the mileage rate identified in section 4, staff who use their private vehicle and carry passengers who would otherwise be paid from QAA will be able to claim a passenger supplement at a rate of 0.05 per mile per passenger up to three passengers. 6 Hire cars Hire cars will only be allowed with prior approval of the Head of Finance or Director of Resources and will not normally be allowed unless they are more cost effective than alternative methods of transport. It will not be cost effective to hire a car for several days and only make use of it to travel to/from a destination on the first/last day. 4
Example: 2-day business journey covering (a) 200 miles (b) 400 miles Daily hire rate say 25 x 2 days 50-00 50-00 Accident Damage Waiver 6-00 6-00 Delivery and Collection (if applicable) 10-00 10-00 Out of hours charge (if applicable) VAT @ 17.5 per cent on the above 9-98 9-98 Cost of hiring a car 66-98 66-98 Cost of refuelling (estimate @ 10p/mile) 20-00 40-00 Total cost of hire car 95-98 115-98 Cost to QAA of paying business mileage 80-00 160-00 Cost to QAA of public transport 75-00 140-00 Using this example a hire car should be used for the 2 day, 400 mile business journey Prior to hiring a car, a member of staff should provide office services with a copy of their driving licence (paper part for holders of the photo licence). Office services are responsible for checking the driving licence on behalf of the car hire companies used by QAA. You should notify office services immediately of any changes to your licence (e.g. points, disqualification etc) as this may affect whether QAA can hire a car for you. Office services may check driving licences at any time during the year. A hire car should not normally be used by a member of staff to travel from their home to their place of work or vice versa. If such a journey is undertaken then justification must be given e.g. the hire car could not be delivered to a home address when it is necessary for the business journey to begin from home. Use of a hire car for nonbusiness journeys is likely to give rise to a taxable benefit. Office Services hold details of the current hire car arrangements and procedures. The car hire must be authorised by the appropriate budget holder using QAA s standard Purchase Order Form. The car hire should then be confirmed with the car hire company. Office Services must be notified by the next working day of damage to the car however slight, involvement in accidents or motoring or parking offences during any period of car hire. The actual fuel costs incurred should be claimed. The car should be filled with fuel before collection by or return to the hire company to avoid any excess charges. Costs of parking charges will be reimbursed. Any fines or penalties incurred for motoring or parking offences will not be reimbursed under any circumstances and are the responsibility of the member of staff. 7 Insurance for Overseas Travel QAA provides insurance cover for staff and others representing QAA when they travel overseas. 5
When travelling abroad, staff must notify HR/Office Services of the names of all persons travelling and collect an insurance card from Office Services that details emergency contact telephone numbers. The card should be returned on completion of the overseas travel. QAA s insurers require an annual return detailing all those who have travelled abroad and the dates that they were abroad. Claims, other than medical emergencies, will be dealt with on return to the UK. Incidents that may result in an insurance claim, eg theft, should be reported to the police/relevant authorities in the country where the incident occurs and a crime reference or similar should be obtained. This will assist with processing any claim on return to the UK. The insurance cover and age restrictions for each individual travelling overseas and representing QAA on its business are available from Office Services. Allowable subsistence expenses Please note that these maximum rates apply whether QAA is invoiced direct or the expenses are reimbursed via an expense claim. 8 Overnight Accommodation Hotel accommodation may be used in the following circumstances: QAA business is being conducted at a location or locations away from the member of staff s place of work over a period of more than one day and it would not be practicable or cost effective to return home overnight; or It would not be practical to travel on the same day to or from a location where QAA business is being conducted e.g. where the business journey would have to be commenced before 0700 hours or ended after 2200 hours. Hotel accommodation should normally be booked in advance using QAA s agreed booking agents. Bookings may be made direct with hotels only when better rates can be obtained, prior authorisation from the Head of Finance or Director of Resources is required in these circumstances. If breakfast is not required, the agent/hotel must be notified when the booking is made. The indicative maximum rates for overnight accommodation, which should be booked using the QAA s agreed booking agent, are: Central London Rest of UK Overseas 150 per night 100 per night See Annex A Staying with Friends/Family Instead of staying in hotel accommodation when away from home on QAA business, staff may choose to stay with friends or family. In this case an allowance of 25 per night is claimable. If this allowance is claimed, the subsistence allowance cannot be claimed; however staff can still claim the allowance for personal incidental expenses. You will need to provide us with evidence that you incurred expenses as a result of staying with friends/family, the name, address and tel. number of the place where you stayed and the relevant date. 6
9 Meals The cost of food and non-alcoholic drinks will be paid to or on behalf of members of staff who are prevented, by performing QAA s business away from their normal place of work, from taking a meal that they would normally take at their home (breakfast or evening meal) or place of work (lunch). The HMRC allows the reimbursement of or payment by QAA of necessary subsistence costs provided that they are not unduly lavish. The subsistence levels set by QAA are maximum levels and should not be treated as targets. The cost of alcohol may not be claimed for reimbursement. Expense claims will not be reimbursed unless itemised supporting receipts are provided; credit card receipts alone will not be acceptable), Expense claims for meals will not be reimbursed where a suitable meal has been offered or provided, eg an expense claim for lunch will not be paid if lunch was available during an all day conference. Breakfast When staying in room only overnight accommodation, the cost of breakfast at the hotel s standard rate may be claimed. The cost of breakfast will be reimbursed/paid when a member of staff commences a business journey before 0730 hours subject to the maximum amount below. Lunch The cost of lunch will be reimbursed/paid when a member of staff is away from their place of work on QAA business between 1200 hours and 1400 hours subject to the maximum amount below. When a member of staff is away all day from their place of work, the cost of refreshments and snacks can also be claimed within the maximum amount allowed for lunch. Evening Meal The cost of an evening meal (food and non-alcoholic drinks) will be reimbursed/paid when a member of staff is staying in overnight accommodation (see above). The cost will also be reimbursed/paid when a member of staff has been away from their place of work all day on QAA business and returns to their home or place of work after 2000 hours. The maximum rates allowable for meals are: Breakfast Lunch Evening Meal 10 per meal (when not taken at a hotel providing overnight accommodation) 12 per meal (to include other refreshments and snacks when away from the place of work all day) 30 per meal Gratuities/service charges may be included in claims, up to no more than 12.5 per cent of the total bill, provided the total claim remains within the limits stated above and the gratuity/service charge is included on the receipt. Gratuities / service charge in excess of 12.5 per cent will not be paid and will be deducted from the expense claim. See Annex A for the relevant overseas rates. 7
10 Personal Incidental Expenses When it is necessary for a member of staff to stay away overnight, incidental expenses may be claimed when supported by receipts. This allowance is intended to cover personal telephone calls, newspapers, essential laundry etc. The current maximum rates allowable are: UK Overnight Stays Overseas Overnight Stays 5 per night 10 per night - See Annex A These maximum levels include any amounts that are invoiced directly to QAA or charged to company credit cards. The amounts are cumulative for consecutive overnight stays during the same business trip. If these rates are exceeded, eg by a hotel invoicing personal incidental expenses directly to QAA, then the member of staff must reimburse the excess to QAA immediately to avoid the whole of the personal incidental expenses for that business trip from becoming a taxable benefit. 11 Extension of Business Trips Where staff attending events in the UK or overseas extend their stay for extra days for personal reasons, no additional costs should be incurred for QAA. Staff need to be aware that an income tax liability may arise as a result of an extended stay and they are required to take advice from Finance on the taxation implications before making any arrangements. 8
Annex A Overseas travel and subsistence rates 1 Accommodation Hotel accommodation should normally be booked in advance using the QAA s agreed booking agents. Bookings should only be made through other agencies or direct with hotels when better rates can be obtained, prior authorisation is required from the Head of Finance or Director of Resources. If breakfast is not required the agent/hotel must be notified when the booking is made. The indicative maximum rates for overnight accommodation are as follows: Europe, North America and Asia Capital and major cities 150 per night Other locations 100 per night Australasia, South America, Middle East, Africa Capital and major cities 125 per night Other locations 100 Note: Although the above rates should generally be sufficient to cover accommodation costs at any time, it is recognised that during certain times of the year e.g. due to seasonal fluctuations, currency fluctuations, festivals/special occasions in a particular country higher costs may be incurred. There may also be a problem of availability of suitable western style hotels in certain countries. Where costs quoted are in excess of the above rates prior approval should be obtained from the Head of Finance or Director of Resources. Clearly the health and safety of all staff is QAA s priority. In exceptional or emergency situations it is recognised that it may not be possible to obtain prior approval for expenditure exceeding these rates. In these situations, staff are authorised to exercise judgement and requested to obtain the appropriate consent retrospectively once convenient. 2 Meals Subsistence expenses will be paid to staff and reviewers who are required to undertake QAA business overseas. Expense claims will not be reimbursed unless itemised supporting receipts are provided (credit card receipts on their own are not acceptable). Expense claims for meals will not be reimbursed where a suitable meal has been offered or provided e.g. an expense claim for lunch will not be paid if lunch was available during an all day conference. Europe, North America and Asia - capital and major cities only Breakfast 12 9
Lunch 15 Evening meal 40 Europe, North America and Asia (not capitals or major cities) and Australasia, South America, Middle East and Africa all locations Breakfast 10 Lunch 12 Evening meal 30 Gratuities/service charges may be included in claims, up to a maximum of 12.5 percent of the total bill; provided the total claim is within the above limits and the gratuity/service charge is included on the receipt. Gratuities / service charge in excess of 12.5 per cent will not be paid and will be deducted from the expense claim 3 Personal Incidental Expenses Members of staff undertaking QAA business abroad will be entitled to claim for incidental expenses supported by receipts. This is intended to cover personal telephone calls, newspapers, essential laundry etc. The current maximum allowed is 10 per night. 10