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Expenses Hub

Plate of food



  1 Jan 2020 1 Feb 2022         
For part of a day including breakfast* £10.00 £10.00
For part of a day including lunch £10.00 £10.00
For part of a day including dinner £24.00 £25.00
For part of a day including lunch and dinner £34.00 £35.00
For bed and breakfast £115.00 £120.00
For bed and breakfast (London rate) £145.00 £150.00
The allowance for a complete period of 24 hours outside London £149.00 £155.00
The allowance for a complete period of 24 hours in London £179.00 £185.00
Allowance for staying with friends or family £25.00 £25.00

*The breakfast rate applies when breakfast is not included in the cost of accommodation, but can also be claimed, upon presentation of a receipt, when an employee leaves their house earlier than usual and before 6am and buys breakfast away from home after a qualifying journey has started.

Reimbursement of expenditure is restricted to the allowance or the amount spent, whichever is the less.

These accommodation and subsistence rates are for UK only. For guidance on overseas accommodation see FPM Chapter 5b

Exceptional circumstances

The Financial Procedures Manual provides that "there may be occasions when it is not possible to stay within the rates and it is the intention that individuals should not suffer financial loss as a consequence of being required to travel on University business. Therefore, the rates may be exceeded in exceptional circumstances where there is no choice but to exceed the rate (e.g. there is no accommodation available within the preferred rate) or where there is a strong business reason to exceed the rates (e.g. attendance at a conference in a hotel where the rates are in excess of the set rates and it is desirable to stay there in order to foster academic relations). In such cases, evidence should be retained to support the need to exceed the approved rates."


Negotiated rates for accommodation

The University no longer has a list of negotiated preferential rates for local hotels and guesthouses and all room bookings should now be made via Key Travel, the University's travel management company, who can access competitive rates.


Page last updated: 7 Jun 22

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