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UCD Bursar's Office

Oifig an Sparánaí UCD

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Mileage Guidelines & Rates

Travelling expenses will not be paid in respect of any portion of a journey which covers all or part of a staff member’s usual route between home and place of work. Where a staff member starts an official journey direct from home or returns home direct, the travelling allowance payable will be calculated by reference to the distance from home or usual place of work, whichever is the shorter.

Distance between Buildings

Belfield to Lyons Estate 30.58 km

Motor Travel Rates per Kilometre (up to 31 March 2017)

Official Motor Travel (Oct-Sept each year) Engine Capacity up to 1,200cc Engine Capacity 1,201cc to 1,500cc Engine Capacity 1,501cc and over
Up to 6,437 km 39.12 cent 46.25 cent 59.07 cent
6,438km and over 21.22 cent 23.62 cent 28.46 cent

Motor Travel Rates per Kilometre (from 1 April 2017)

Official Motor Travel (Oct-Sept each year) Engine Capacity up to 1,200cc Engine Capacity 1,201cc to 1,500cc Engine Capacity 1,501cc and over
Band 1
0-1,500km
37.95 cent 39.86 cent 44.79 cent
Band 2
1,501-5,500km
70.00 cent 73.21 cent 83.53 cent
Band 3
5,501-25,000km
27.55 cent 29.03 cent 32.21 cent
Band 4
25,001km and over
21.36 cent 22.23 cent 25.85 cent

Reduced Motor Travel Rates per Kilometre (from 1 April 2017)

The reduced mileage rates apply when an officer uses a private vehicle to attend a training course/conferences, etc. where public transport was not available. Full mileage is only allowed where an officer uses their car to transport others to a training course/conference or are themselves a presenter at a training course/conference rather than an attendee. The reduced milage rate applies regardless of what mileage has accumulated to date.

Engine Capacity up to 1200cc Engine Cpacity 1201cc to 1500cc Engine Cpacity 1501cc and over
16.59 cent 17.63 cent 18.97 cent

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Subsistence Rates Within Ireland (from 1 July 2015 to 31 March 2017).


Overnight rates
Day rates
Class of Allowance Normal Rate
(1st 14 nights)
Reduced Rate
(next 14 nights)
Detention Rate
(next 28 nights)
10 hours or more 5 hours
but less than 10**
A Class €125 €112.50 €62.50 €33.61 €14.01

Subsistence Rates Within Ireland (from 1 April 2017).


Overnight rates
Day rates
Class of Allowance Normal Rate
(1st 14 nights)
Reduced Rate
(next 14 nights)
Detention Rate
(next 28 nights)
10 hours or more 5 hours
but less than 10**
A Class €133.73 €120.36 €66.87 €33.61 €14.01

** not payable in cases where distance from home/UCD is less than 8km

Subsistence Rates in Ireland - Distance Restrictions
With effect from 1 July 2015 an overnight allowance will not generally be payable in respect of a necessary absence on offical business that is within 100kms of a staff member's home or place of work (whichever is the lesser). However, in exceptional circumstances and where a School/unit is satisfied that an operational need exists, an overnight allowance may be paid for an absence on official business at any location within the above distance limits but in excess of 50kms of home/UCD (whichever is the lesser).

Link to Revenue's Employee's Subsistence Expenses Leaflet - IT54. This leaflet sets out Revenue's position on the payment of subsistence and travel expenses.

UK Subsistence Rates (up to 31 March 2017)

Country Currency City 24 Hour Rate Con. Rate Day Rate (2meals) Day Rate (1meal)
UK £Sterling London 169.22 84.61 56.41 28.20
UK £Sterling N. Ireland 108.54 54.27 36.18 18.09
UK

£Sterling

Elsewhere 118.63 59.32 39.54 19.77

UK Subsistence Rates (from 1 April 2017)

Country Currency City 24 Hour Rate Con. Rate (3 Meals) Day Rate (2 Meals) Day Rate (1 MealS)
UK £Sterling London 199.29 99.65 66.43 33.22
UK £Sterling N. Ireland 118.70 59.35 39.57 19.78
UK

£Sterling

Elsewhere 139.71 69.86 46.57 23.29

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Subsistence Rates Outside Ireland
(Excel download) (for trips up to 31 March 2017)


Subsistence Rates Outside Ireland
(Excel download) (for trips from 1 April 2017)

Staff travelling to destinations which are not included in the above list should claim expenses based on a vouched basis.

24 Hour Rate covers the cost of accommodation and 3 meals (24 hour rate).
Conference Rate covers the cost of 3 meals. It is half of the 24 hour rate and is used where the vouched cost of accommodation is being claimed.
Full subsistence rates should not be claimed where hotel rates include breakfast & conference fees include lunch/other meals.
Day Rate (10 Hours) (over 10 hours) is used where 2 meals are being claimed.
Day Rate (5 Hours) (5-10 hours) is used where 1 meal is being claimed.

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**For Advances, see the Travel Policy web page. On return, having received an advance, staff must submit a balancing expense form (Form T1/T3) even when no further monies are claimed. A period of two weeks from the date of return is allowed for staff to submit T1/T3, with receipts.
After that period additional claims for travel expenses will not be paid until Form T1/T3 has been submitted in respect of a trip for which an advance was claimed.

Payment will be delayed if claims are incomplete. Please ensure claims are submitted with the correct 'D' (and research, if applicable) account codes.

Download Forms T1,T2,T3,T4 from the 'Forms' web page

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Conference Allowance Policy

Information regarding UCD's conference allowance policy is available from the policy section of UCD HR's web site (pdf file, new window).
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Club Travel

With effect from May 2011, Club Travel has been appointed as UCD’s service provider in respect of university travel. UCD staff engaging the services of a travel agent should use Club Travel to book their travel requirements. No other travel agency should be used. Details of the services provided by Club Travel are available on the contracts page at www.ucd.ie/procure. A password to access the site is available to all UCD staff by e-mailing: procurement@ucd.ie

Club Travel can be contacted at 01-6080000 / 6080000. However it is recommended that you use the Travel Request Form, which is available by using the link at www.ucd.ie/procure as indicated above.

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Travel Insurance:

All University staff travelling within the European Union on approved University business are automatically covered by the University’s travel and accident insurance policies. It is recommended, however, that staff contact the University Safety Office (insurance@ucd.ie) to obtain details on the levels of cover and policy exclusions if they have not previously done so in the current calendar year.

All travel outside of the European Union must be notified to the University Safety office in advance to arrange adequate insurance over. Persons planning to travel to outside the European Union should consult the Department of Foreign Affairs website (www.gov.ie/iveagh) and the British Foreign Office website (www.fco.gov.uk) to ensure that there are no recommended travel restrictions in place for their planned destinations. Travel to areas subject to official government travel advisories may void all insurance policies.
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Motor Insurance

Use of private motor vehicles for official University business

There is a requirement to have private motor vehicles adequately insured while being used on official University business.
Staff should check with their insurance broker/company that they have sufficient insurance cover (business use cover) while using motor vehicles on official business.
The University cannot accept liability for any loss or damage resulting from the use of privately owned motor vehicles on University business.
The travel expense claim forms incorporate a section dealing with insurance in respect of mileage incurred on University business.  Staff claiming mileage will be required to confrim that they have adequate business insurance in place before any mileage expenses will be refunded.
The mileage rates payable to members of staff include the cost of motor insurance and therefore no element of insurance costs on privately owned motor vehicles can be re-imbursed to staff.

Expense Claims - Cut Off Date

All claims for reimbursement of travel expenses must be submitted for payment within 12 months of the date of expenditure. Expense claims submitted after the 12th month cut-off date will not be processed for payment.

Travel Claim Forms

Please download the travel claim forms on the forms page of this web site.

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