Expenses - Rates & Allowances

Issued on 5^th March 2024

Section 7.22 of the Employee Handbook, ‘Travel and Expenses Policy’ details the guidelines on claiming the reimbursement of expenses.

The current set of expense rates paid is detailed below.

1. Fuel Rates (pence per business mile) for business travel in a private car (for both employees who receive or don’t receive a car allowance):

Employees may claim a rate of 45p per mile for the first 10,000 miles and then 25 per mile for each additional mile driven beyond the initial 10,000 miles. This is in line with HMRC’s approved mileage allowance payments. These rates are currently applicable for petrol, diesel, hybrid and electric cars.

2. Fuel Rates (pence per business mile) for business travel in a private car where the employee has use of an electric vehicle provided under a salary sacrifice arrangement:

Employees may claim a rate of 9p per mile. This is in line with HMRC’s approved mileage allowance payments.

3. Subsistence Expenses

Employees required to stay away from home overnight on business can claim for subsistence expenses which have been incurred wholly, exclusively and necessarily for the business:

· For overnight stays, employees can claim for the cost of dinner up to £25, subject to the following:

o The cost of food / drink must be incurred after the trip has started

o The trip must be beyond a normal commute and be part of official business

o The journey must take the employee away from their normal place of work for 15 hours or more (and be on-going after 8 pm)

o The “staying with friends or relatives allowance” is not claimed

· Alternatively, an employee may claim an allowance of up to £25 per night when they stay with friends or a relative.

· Receipts for all subsistence expenses must be submitted with your expense claim.