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					                                                                                                                                                                FD1A

                                                           UNIVERSITY OF CAMBRIDGE

                                    Expenses incurred on University Business: Application for Refund 2010-2011
NAME (BLOCK CAPITALS)                                                             ADDRESS




TRAVEL (see Chapter 5b of the Financial Procedures Manual for guidance on completion and the Finance Division website for current rates)
                                                                    From                 To                   Method e.g.       Mileage
 Date    Purpose of Journey                                         Time Left            Time Arrived         Air/Rail/Car      claimed @ 40p          £        p




I certify that I have actually incurred expenses of                 SUBSISTENCE/ACCOMMODATION ALLOWANCE/ OTHER EXPENSES
                                                                           (For business entertainment claims please attach details re the purpose of the
£……………………………. Supporting vouchers are attached. I                      entertainment, a list of the names of all those in attendance and their institutions.)
                                                                     Date       Nature of Expense                                                       £       p
 hereby apply for a refund of   £……………………………….…..

Signature of Claimant     …………………………………………….

Date                      ……………………

Counter-signature ……………………………………………


ACCOUNTING CODES                                      AMOUNT
                                                                                                                          TOTAL EXPENSES

                                                                                                                       LESS ADVANCES TAKEN

                                                                                                                                 TOTAL CLAIM

                                                                        Please note that in order to be processed this form must be
Authorisation: ……………………………………………                                        signed by hand, by the claimant and returned to Kate
                                                                        Jones, Administrative Assistant, Department of Politics and
Name:………………………………                          Date:…………………..               International Studies, 17 Mill Lane, Cambridge, CB2 1RX.
                                                                   UNIVERSITY OF CAMBRIDGE

                                       Expenses incurred on University Business: Application for Refund 2010-2011
Notes on completion of form
                                                                                       When using a vehicle for business travel the employee must ensure that their
Travel
                                                                                       personal insurance allows business use of the vehicle.
Staff are required to use the most cost-effective form of transport.
                                                                                       For travel to destinations served by rail link from Cambridge, mileage claims will
This includes, for public transport, purchasing the cheapest available tickets (e.g.   be restricted to the lower of the actual mileage claim or the second class rail fare
the appropriate rail saver or supersaver or the cheapest available flight). Wherever   which would have been payable.
possible business should be arranged so that rail travel can take place in off peak
periods.
                                                                                       Subsistence Allowances
For car travel, using rail or a hire car for long distance travel where the cost of                                          From
these is cheaper than the mileage which would be claimed; and only using a taxi                                              1 August
where public transport is not available.                                                                                     2009
                                                                                       For part of a day including lunch     £7.00    or the amount
Heads of Departments may authorise travel by means other than the cheapest             For part of a day including dinner    £19.00   actually spent,
where this in the interest of the University business.                                                                                whichever is
                                                                                       For part of a day including lunch and £26.00
                                                                                       dinner                                         the less
Travel by Car                                                                          For bed and breakfast                  £89.00
The University will pay a mileage allowance where employees use their car or           For bed and breakfast (London rate) £117.00
motorcycle for business travel. Business travel means journeys which employees         Allowance for staying with friends or £25.00
make to or from a place they have to attend in the performance of their duties but     family
not any travel from home to a University site.                                         The allowance for a complete period £115.00
                                                                                       of 24 hours outside London
The rates of mileage are as follows:                                                   The allowance for a complete period £145.00
                                                                                       of 24 hours in London
Travel by car (irrespective   40p a mile up to 10,000                                  In all cases reimbursement of expenditure is restricted to the allowance or the
of size)                      miles                                                    amount spent, whichever is the less.
                              25p a mile thereafter
                                                                                       Heads of Departments and others who need to arrange overnight hotel
Travel by Motorcycle          24p a mile                                               accommodation in Cambridge for visitors are asked to note that the University has
If the employee travels direct from home, the mileage should be the lower of:          negotiated preferential rates, for bed and breakfast, with a number of hotels and
                                                                                       guest houses. Information on University preferred hotels can be found in the
                                                                                       Preferred Suppliers database and should quote the University contract reference to
        The mileage actually incurred or                                              obtain the correct rates when making bookings. For details of negotiated rates
                                                                                       available to the University and Colleges for hotel accommodation in London and
        The mileage which would have been incurred if the journey had started
                                                                                       nationwide, please contact the Central Purchasing Office on 32233. For more
      and finished at the normal place of work.
                                                                                       information about travelling, please see the Travel website

				
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