Meals
The level of expenditure should be appropriate to the country visited. As a general rule, the allowances should be in line with UK sterling allowances, including local taxes and service
Meal
Limit (incl. VAT & service)
Breakfast
£12.00
Lunch
£10.00
Dinner
£20.00
Incidental expenses Any necessary medication (such as malaria tablets) and bottled water may be claimed where appropriate. Other incidental claims are allowable for personal telephone calls, newspapers, etc not exceeding £5 a night. Please note that if the total reimbursed for such incidental overnight expenses exceeds £10 a night, the total will be a taxable benefit. Business Hospitality All meetings should be held at one of the Pets at Home or Vet Group locations to minimise costs. If a meeting is scheduled to run over a lunch period then a simple sandwich and fruit order can be placed and claimed back through expenses for that meeting Alcohol is not permitted in any circumstances. Breakfast meetings are held by exception and should be approved in advance by a line manager. Business phone call If you have a company mobile phone, this should be used for all business calls. Also, when away from home feel free to use this to make a personal call home. If you do not have a company mobile phone, you can reclaim the cost of business calls from a callbox or hotel room, provided details of the call, including the length and to whom, are included on the expense claim. One call home to family is permitted for overnight stays on business.
Business calls via private landlines or personal mobile phones are only to be made in exceptional circumstances. If you do use your own phone for a business call, the cost can be claimed back via expenses provided:
o An itemised bill is submitted via web expenses o The total is less than £30 per quarter o If you regularly need to use your personal phone for business calls, then please speak to your line manager about the option of a company mobile phone. o Colleagues are unable to claim for line or rental charges, even if this includes a certain amount of free call time as this is not permitted by HM Revenue & Customs.
Colleague Entertainment and Gifts If your team is having an away day or offsite day this should be planned and approved in advance. Wherever
Expenses Policy Version 13 11
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