Travel Expenses
Members of staff are asked to make themselves familiar with policy on travel and expenses, in particular permission and approval of claims. The Policy section should be read in full.
Please note: As of January 2005, all staff expenses are paid into the same bank account as your salary. However, you can request staff expenses to be paid into a different bank account.
If you wish to do so please contact:
Supervisor (Staff Expenses & Irish Invoices),
or e-mail: expenses@ucd.ie
- Mileage Guidelines & Rates
- Subsistence rates within Ireland
- UK Subsistence Rates
- Subsistence rates outside Ireland
- Conference Allowances
- Club Travel
- Travel Insurance
- Motor Insurance
- Expense Claims- Cut Off Date
- University Travel Policy (new page)
- Travel Claim Forms
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 Earlsfort Terrace 3 miles/4.83 km
Belfield to Veterinary College 2.5 miles/4.02 km
Belfield to Lyons Estate 19 miles/30.58 km
Earlsfort Terrace to Veterinary College 2 miles/3.22 km
Motor Travel Rates per Mile (effective 5 March 2009)
| Official Motor Travel in a calendar year | Engine Capacity up to 1,200cc |
Engine Capacity 1,201cc to 1,500cc | Engine Capacity 1,501cc and over |
| Up to 4,000 | 62.94 cent | 74.42 cent | 95.05 cent |
| 4,001 and over | 34.13 cent | 38.00 cent | 45.79 cent |
Motor Travel Rates per Kilometre (effective 5 March 2009)
1 MILE = 1.609 KILOMETRES
| Official Motor Travel in a calendar 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 |
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Subsistence Rates Within Ireland (from 1 Jan 2011).
Overnight rates |
Day rates | ||
| Class of Allowance | Normal Rate | 10 hours or more | 5 hours but less than 10 |
| A Class | €108.99 | €33.61 | €13.71 |
For long term absences (greater than one month)
Full subsistence rates will not be paid where accommodation and meals
are included in a conference fee.
| 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 | Elsewhere | 108.54 | 54.27 | 36.18 | 18.09 |
| UK |
£Sterling |
N. Ireland | 118.63 | 59.32 | 39.54 | 19.77 |
Subsistence Rates Outside Ireland (Excel download 148KB subsistenceratesJan10.xls)
Staff travelling to destinations which are not included in the above list should contact the Supervisor (Staff Expenses & Irish Invoices), for rate details.
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.
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 served.
- Complete the relevant form fully, including details of any advance paid
- Attach:
- airline ticket stub or (if airline does not issue tickets) a copy of the on-line flight booking form.
- list of participants in case of a conference/course, or a letter from conference organisers confirming attendance.
- other relevant receipts.
- Ensure Staff (Payroll) Number is quoted.
- Sign the form
- Authorisation: Have form signed by School/Support-Unit Head, Principals or University Officer (as appropriate)
**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.
- Coding for School Expenditure (new page)
- Coding for Research & 'D' Accounts (new page)
Download Forms T1,T2,T3,T4 from the 'Forms' web page
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Conference Allowance Policy
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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.
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 18 months of the date of expenditure. Expense claims submitted after the 18th 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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