CCC-ParaSolS has the budget to reimburse the travel, accommodation and subsistence expenses of in-person attendees at the Network Events (with the numbers of attendees limited by the budget available).
If you have registered your interest in attending a Network Event in person and you have been informed that your expenses will be reimbursed, make sure that you read and follow the guidance below.
Travel expenses
We encourage attendees to travel by bus or train for sustainability. Flights can be reimbursed, as can mileage for the use of private vehicles, but both are discouraged. Mileage reimbursement would be in accordance with HMRC approved mileage rates.
Travel for attendees will only be reimbursed within the UK. This limitation does not apply to those coming from outside the UK specifically to deliver training at a Network Event.
Travel should be by the cheapest means, i.e., standard-class train fares or economy-class flights.
Subsistence expenses
Alcohol will not be reimbursed, even as part of a meal. Keep costs of meals reasonable: general guidance is to keep below £10 for lunch and £25 for dinner. Non-alcoholic drinks outside of meals can be claimed up to a maximum of £5 per day.
Receipts are required for reimbursement of meal costs (and indeed other expenses as well).
How to get reimbursed
A claim form will be attached to the e-mail informing you that your expenses will be reimbursed to attend a Network Event. This claim form will be pre-populated with some information related to the project; do not modify any of these data. The fields in the claim form that you need to complete will be highlighted, assuming reimbursement is being made to a UK bank account.
Receipts showing proof of payment, e.g., itemised bills or invoices, are required for reimbursement of all expenses, apart from mileage where claimed.
Once you have completed and signed the form, send it and copies of the receipts to ParaSolS@ed.ac.uk within three months of the expense being incurred.
Reimbursement will be made directly into your bank account. If this is a UK bank account (which is strongly recommended), this should happen within a couple of weeks of submitting a correctly completed claim form and all required receipts. If you specify reimbursement to a non-UK bank account, this may take much longer.
If any attendees would have difficulty in paying upfront and getting reimbursed, please contact us. We can (exceptionally) make travel and accommodation bookings for attendees in this situation.
If you have any queries, contact us: ParaSolS@ed.ac.uk
