Air Travel
Air travel is generally expensive, so when used it should be the lowest cost means of travel and fare. This should be evidenced to your travel approver. Flexible fares should be considered given current COVID-19 lockdown uncertainty, should the travel need to be postponed or cancelled. Again, this should be booked through the travel portal using the online travel cloud system. If you do need flexibility when travelling, pleasecheck whether you are able to change a fixed ticket prior to any booking being made. Flights in and around the UK should only be made if necessary or if more cost effective than rail travel and should always be pre- authorised by your authorising director with costing’s. All Domestic flights should be made in economy class and booked at least 2 weeks in advance. International travel is only permitted in exceptional cases and requires both line manager and Group Business Improvement Director approval. These should be booked 4 weeks in advance. Premium economy tickets are permitted for flights that over 6 hours and business class tickets for flights over 10 hours. All air travel should be booked via Click Travel only. For multi leg journeys please speak directly with Click Travel who will advise on the most cost-effective route. Travel associated with Training or Conferences Face-to-face training is only permitted when the training is delivered by a Pets at Home colleague, for example Grooming or SQP. Any travel needed for face-to-face training should be booked through the Click travel portal. Approval is not required for training that is delivered by a colleague.
Travel between Support Offices Attendance between support offices is limited to once per month. Any travel costs associated with travel to a support office that is not your permanent place of work should be approved prior to travel.
Personal travel linked to business If you would like to extend a business trip for leisure purposes or personal reasons, the cost of travel should be equal to or less than the cost of the business trip alone. This must be signed off by your Approver at the time of booking. • Weekend accommodation will be paid for if you are unable to return home as part of a longer business trip. • Any increased cost for personal reasons must be covered by you. • Please ensure you have adequate private travel insurance for the ‘personal’ part of the trip. Travel with spouse or partner If a spouse or partner accompanies you on a business trip, their costs are yours to pay and cannot be claimed via expenses. Your own travel should still be booked via the most economic routes and within the expense policy. You cannot downgrade the travel or accommodation booked in order to fund travel costs for a companion.
Frequent Traveller Schemes and personal incentives Feel free to utilise your frequent traveller schemes to collect points, as long as the impact of doing so doesn’t increase the cost of the trip. We will not be able to reimburse any related membership fees.
Expenses Policy Version 13 4
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