Claims For Expenses
IStructE does not operate a fixed scale for claiming expenses. Members are asked to use their discretion and to travel to and from meetings as economically as possible. The following specific guidance is offered:
- Standard class rail tickets, and economy air tickets - purchased at an advantageous rate in advance if at all possible - should be used. (You may wish to upgrade the ticket and pay the difference yourself.)
- Peak-time travel should be avoided as far as possible.
- Underground travel is much cheaper and nearly as fast as taxis, and members are requested not to claim for taxi fares in London under normal circumstances.
- Those travelling by car for all or part of the journey should claim at the rate of 40p per mile, plus car parking charges (but normally the use of public transport into London is more cost-effective and more time-effective).
- Please note: IStructE is advised that such members in the UK should inform their insurers before using their private vehicles on IStructE business, and should obtain class 1 cover to include business use. Therefore, whether or not you claim mileage from IStructE, if you currently or may in the future use a private vehicle on IStructE activities, please contact your insurer as soon as possible to ensure that you have full cover.
- The cost of refreshments may be claimed, where these are necessary.
- Overnight accommodation should only be reserved when absolutely essential (such as by members resident outside the United Kingdom and the Republic of Ireland) or when considerable savings can be made on travel.
- Receipts for all expenses should be attached to the claim.
- If attendance at an IStructE meeting can be combined with professional business in London, sharing of costs minimises IStructE expenditure.
Expenses regarded as being unreasonable or outside the spirit of this guidance will be disallowed.
An expenses claim form can be downloaded by clicking here, or can be obtained from IStructE. This should be completed and returned to IStructE as soon as possible after the meeting, and in any event within three months, together with receipts. Please note that (for VAT recovery purposes) wherever possible receipts should be made out to IStructE, and not to any individual or another organisation.
Presence at other IStructE events (e.g. the Presidential Address and Dinner, technical meetings, the AGM) does not carry entitlement to expenses as attendance is voluntary. |
