Meals where there is no overnight stay involved If you are working away from your usual place of work and are not likely to be home before 9:00pm, you can claim for an evening meal up to the value of £10. The receipt for this meal cannot be for food ordered for delivery to your home or purchased elsewhere and consumed at home. Details of the circumstances, including times away from the usual place of work, must be included on the web expenses claim (e.g. training evening). There may be certain occasions where lunch is required for legitimate business purposes. This must be pre- approved by an appropriate manager and follow the rates below.
Meal
Limit (incl. VAT & service)
London
£18.00
City Centre
£15.00
All other areas
£10.00
Please note that under all other circumstances you cannot claim lunch through expenses.
Group Meals Where a group of colleagues are eating together, the total food bill should be paid in whole by the most senior colleague present. When submitting the expenses web expenses claim you will need to include the details of all colleagues in attendance. Claims cannot exceed the number of colleagues multiplied by the relevant per head cost for the type of meal, so as an example if there are 10 colleagues attending with a £20limit, the cost cannot exceed £200.
Overseas Expenses Passport and visa requirements
It is your responsibility to maintain a current passport with more than six months until the expiry date and to ensure that any visas which are required are obtained in advance of travel. Cost of visas can be reclaimed if required due to business travel.
Overnight accommodation All overseas expenses should be authorised by and Exec member before travel. Limits for accommodation and meals should follow the same as the UK, unless the place visited is a lot more expensive. In this case, please discuss with your manager to get prior approval.
Hotels, flights and other travel should be booked through via Click Travel.
Exchange rates
Foreign currency transactions should be claimed at the actual exchange rate incurred. All expense claims must be completed in GBP.
Expenses Policy Version 13 10
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