Guide to claiming expenses
The maximum bursary amount for all travel, accommodation and subsistence related to attendance at RSECon25 is five hundred GBP (£500) per person for UK bursaries and one thousand GBP (£1,000) per person for International bursaries. See the bursaries page for more details. Claims can be submitted as soon as expenditure is incurred to [email protected], including a completed copy of the Society’s expense claim form, supported by PDF documents or scans of itemised receipts wherever the supplier can reasonably be expected to provide one. To convert currency into GBP, please use https://www.xe.com/.
We recognise the importance of prompt reimbursement for those receiving bursaries and will pay all valid claims within two (2) weeks of receipt. Note that you can claim as soon as you incur the expenditure – you do not need to wait until after the conference.
We also recognise that not everyone will be able to pay in advance for their conference expenses and we will pay bursaries in advance based on estimated costs if needed. If your application for a bursary is successful and you need to receive funds in advance of purchasing your travel and accommodation, please let us know by emailing [email protected] once you receive confirmation of your bursary award.
Permitted expenses
Hotel Accommodation
The accommodation should be of modest status. Reimbursement will be made for the cost of the room and breakfast. Please note that items of a personal nature, such as alcoholic drinks, minibars in hotels, newspapers and dvd hire etc. will not be reimbursed. Where these are included in the bill, the costs must be deducted by the claimant prior to the submission of the bill for reimbursement.
Subsistence
Only expenditure supported by original itemised receipts where the costs incurred are reasonable will be reimbursed. A modest evening meal allowance of twenty five GBP (£25) including soft drinks is allowable. Please note no alcohol will be reimbursed. Where any meals including drinks or snacks, are not taken in the hotel, separate original itemised restaurant receipts should be obtained.
Travel
All travel should be taken the cheapest way: standard class instead of first class travel, unless a valid reason and explanation is supplied.
Rail
You should ensure that the most economical class of travel is used. In general this will be a standard class period return but please investigate whether day return tickets or ‘savers’ may be available at lower cost. If first or business class tickets are purchased, only reimbursement for the economy fare will be made, unless evidence of extenuating circumstances is submitted with the claim.
Flights
Airfares are reimbursed for economy class only. There is one exception to this: medical grounds (for which a GP letter must be provided). Payment of air travel in the UK may be approved provided the overall cost does not exceed that of rail travel, unless the saving in travel time is very significant.
Mileage
Full details of the journey should be shown on the expenses claim form. Please supply receipts for fuel used.
Hire Cars
Payment for hire cars in the UK may be approved provided the overall cost, including petrol, does not exceed that of rail travel, or there are other reasons that make rail travel inappropriate. Reimbursement of petrol will be made on production of receipts for fuel used.