Travel expenses claim form

UNIVERSITY OF CAMBRIDGE COMPUTER LABORATORY
Travel and Other Expenses
Part I (below) of this form must be completed and authorized by the Head of Department or the Principal
Investigator (PI) or the Grant Holder before travel takes place.
Details of allowable rates for travel, subsistence etc. are available from the finance office. All travel, accommodation and
conference fees should usually be arranged through Reception. If you have any queries please check this with the finance
office or Reception. Personal funds should not be used for booking flights without the approval of the Head of the
Department: the University has accounts with approved travel agents.
When using a car for travel on University business, it is in the owner’s interest to ensure that he or she is adequately
insured, which means that the insurance policy must allow ‘business use’. Failure to do so may not only render the person
concerned liable for damages but also to criminal prosecution. The University can only consent to the use of private
vehicles on its business if it can be shown that adequate insurance is in force.
Part II (overleaf) of this form should be returned within two weeks of travel.
Advice on completing the forms and arranging travel are available on the Department’s website at:
http://www.cl.cam.ac.uk/local/finance/travel.html
PART I – REQUEST FOR AUTHORIZATION
(not required for Grant Holders)
Name: _______________________________________________________
Nature of Business: _____________________________________________
Date: __________________________
Estimate
Travel (attention is drawn to the fact that in some cases car hire can be a cheaper
method of travel than claiming mileage allowance)
Accommodation
Conference fees
Approximate subsistence
Other Costs (please specify)
Total Estimated Expenditure
Research Grant
Account Code:
R G
or
Cost Centre/Source
of funds:
N R
/
Authorized: ____________________________________________
Date: _______________________________
PI or Grant Holder
N.B. for Departmental Funds the Head of Department is the Grant Holder
FOR PART II SEE REVERSE OF FORM
PART II – REQUEST FOR REIMBURSEMENT (for all claims)
Date: _________________________
Your name:
Nature of Business: ________________________________________________________________________________
Details of expenditure
(All receipts must be attached. Please place multiple receipts loose in an envelope attached to this form.)
Date
From
To
Reason/Details
Cost
I certify that I have actually incurred expenses of
Research Grant
Account Code:
R G
Cost Centre/Source
of funds:
N R
or
/
Non-employee claims will be made by cheque payable to:
or
Employee claims will be settled by bank transfer to the bank account details held by Payroll.
A remittance advice will be sent to the employee's University email address.
Eight digit payroll reference ____________________ Last four digits of bank account number used by Payroll:________
Signatures
Traveller:
Date: ___________________________
PI/Grant Holder:
Date: ___________________________
Head of Department:
Date: ___________________________
nad/Travel