New Travel and Expenses Policy

Owned by Marcy
Last updated: 27 Sept, 2023 by Maja Mackowska
2 min read

HERE you can find the New Travel and Expenses Policy, applied on 3rd February 2020

This policy applies to:

  •  All staff of the University and its subsidiary companies 
  • Students of the University who are required to travel for learning and research purposes 
  • Other University representatives (e.g. visitors, consultants, casual workers and contractors) who incur expenses that the University has agreed to reimburse 
  • All members of Council (the University's governing body and trustee board) for expenses relating directly to Council business 
  • All independent members of Council sub-committees that are not members of Council  


It does not apply to: 

  • PhD students seconded to industry or partner universities, or University staff who are undertaking paid work for other organisations e.g. commercial project work, external examiner, etc. The other organisation is responsible for paying any agreed expenses 
  • Interviewees, external examiners, relocation or additional child care expenses.


Below I will try to explain what are the key changes in the new policy.

  1. Hotel and other rates: inflation applied, aligned with Russell Group University.  E.g. London £165 hotel, rest of UK £120 (including breakfast) See Appendix A for details.
  2. Will be able to claim flight seat reservations when travelling in groups only, and toiletries and laundry if trips over 7 days.
  3. No gifts to family and friends allowed (HMRC rule change) if staying with them instead of booking a hotel
  4. One alcoholic drink only with evening meal within the price limit of subsistence rate,
  5. Enforcing claim within 3 month rule.
  6. Budget holder approval for claims
  7. First class rail travel: new policy specific on when first class is allowed with no discretion. Note research funders don’t allow first class travel.
  8. Compensation payments for rail delays can be kept by the traveler.
  9. Professional subscriptions will be reimbursed if they meet both criteria.
  10. Compliance - consistent across University

It has become compulsory for Staff and PhD Student to undertake the Online training course for Travel and Expenses Policy for Staff and PhD we have a google doc : If you have trouble with the link please contact hr-systems-info@york.ac.uk who can set this up for you in LMS.

For any queries please email Environment or SEIY inbox and I will be more than happy to help