Please note that the University assumes no obligation to reimburse expense claims that are not compliant with these instructions. Making Business Travel Arrangements Each department has different structures in place for organising and booking travel which should be used e.g. some departments have administrators booking all travel, whilst others allow staff to book their own travel. Alternatives to Travel The University is committed to reducing its overall impact on the environment and has set challenging but achievable carbon reduction targets. Travel is a substantial cost to the University and it accounts for a significant proportion of the University’s Scope 3 carbon emissions. All travellers are therefore required to consider the alternatives to travel first, to both reduce cost and to help meet emissions targets: Always ensure the trip is business critical. There needs to be a compelling reason to travel this may be an overwhelming academic or operational need or a legal, reputational or financial risk to the University if the journey is not undertaken. Consider use of the University’s Skype for Business, Could the meeting be effectively held in any other way which will result in reduced cost or environmental impact, e.g. telephone / video / web conferencing/go-to Meeting etc. If travelling to the same meeting as colleagues, consideration should be given to car-sharing or train / bus travel. Pre-trip approval The University has a duty of care for its staff and students under the Health and Safety at Work Regulations and must ensure that it has appropriate processes in place to manage any reasonably foreseeable risks This duty extends to staff and students travelling in connection with the business of the University of Bradford, It is mandatory that travellers must notify the University prior to booking any overseas travel by: - completing the Servicenow Travel Funding & Insurance Approval request with at least 30 days’ notice, prior to their travel date (see section 2.3 below). Students – completing the downloadable copy of the form AND Journeys will only be approved if they are business critical as part of the University’s measures to control cost. Travel insurance and risk management
Excess Baggage Charges (at check-in) Claims will not be reimbursed. Please your luggage prior to check-in to ensure you are within the airline's weight allowance. Lounge Access Lounge access will not be reimbursed. Seat Reservation Fees Claims will not be reimbursed. Seat reservations should be made during the flight booking process. Rail Travel Expense Item University Policy Receipt or Allowance
Overseas Accommodation Please use the approved supplier to book overseas accommodation using a University purchase card if cheaper. The cost of overseas accommodation varies enormously. The University will allow bookings to be made in hotels of a reasonable standard with due consideration to the country, location, convenience for work, safety and value for money. If in doubt seek approval from your Line Manager. N/A Staying with Friends/Family Please buy the host a small gift or meal in recognition of the hospitality. Not to exceed £25 per person. Receipt(s) required Personal Incidental Expenditure (UK) This may be claimed where it has been strictly necessary to purchase incidentals e.g. laundry, private phone calls. Not to exceed £5 per night Personal Incidental Expenditure (Overseas) This may be claimed where it has been strictly necessary to purchase incidentals e.g. laundry, private phone calls. Not to exceed £10 per night Minibars Claims will not be reimbursed. N/A Gyms, Spas Claims will not be reimbursed. N/A Expense Item University Policy Receipt or Allowance TV/ Sky/ Movies Claims will not be reimbursed. N/A Room upgrades Claims will not be reimbursed. N/A Telephone - personal Claim as part of Personal Incidental Expenses. State on the claim form that the call is personal. N/A
3.7 Other Expenses Expense Item University Policy Receipt or Allowance Telephone Calls (Business) Please submit a for actual expense incurred. Itemised bill required with business phone calls highlighted. Phone line rentals Claims will not be reimbursed. N/A Internet Usage at Home/Home broadband Can only be claimed where the bill separately identifies the amount of University business use. Itemised bill required with business highlighted. Wi-Fi connections in internet cafes and similar Can only be claimed where the bill separately identifies the amount of University business use. Itemised bill required with business usage highlighted. Pay As You Go Handsets Claims will not be reimbursed. N/A Pay As You Go Top Ups PAYG top ups for up to £10 will be reimbursed where the phone is being used solely for University business. £10.00 based on receipt. Couriers Please use the approved supplier. N/A Childcare Claims will not be reimbursed. N/A Kennelling/ Cattery Claims will not be reimbursed. N/A Travel insurance Claims will not be reimbursed as all business travellers are covered by the University's business travel insurance. Please complete the University's travel pack to obtain cover. N/A Visas and vaccinations Claims will be reimbursed where the visa or vaccination is required specifically for a business trip. Please submit claim for actual expense incurred. Receipt required.