Guidance
If you are attending a meeting or event on behalf of ASGBI, please refer to your invitation or confirmation email for details of which expenses are covered.
Standard travel expenses of up to £200.00 will normally be reimbursed in line with the guidance below. If you expect your total travel costs to exceed this amount, please seek pre-approval from the Secretariat before booking.
When arranging travel and accommodation, we ask all attendees to use reasonable judgement and select the most economical and sustainable options available where possible.
If you choose to book first class travel or upgraded accommodation, reimbursement will be limited to the equivalent standard option. A screenshot or evidence of the standard fare/rate available at the time of booking must be uploaded with your claim.
Transport & Travel
This claim category includes the following, individual receipts must be provided for each line item.
- Rail travel
- Flights
- Tubes and buses
- Taxis
- Parking
- Standard class fares only will be reimbursed
- Please use discounted fares wherever possible, including:
- Advance fares
- Railcards
- Network cards
- Standard/economy fares only will be reimbursed
- Advance booking and discounted fares should be used wherever possible
- Receipts or tickets showing the fare paid must be uploaded
- Taxi travel should only be used where appropriate and reasonable
- Receipts are required
- London taxi fares will not normally be reimbursed
- Parking costs may be claimed where directly associated with approved business travel
- Receipts or payment confirmations must be uploaded
- Parking should be reasonable and proportionate for the location and duration of the event
- Parking costs combined with mileage claims must not exceed the approved travel limit
- Valet parking, penalty charges, fines or non-essential premium parking options will not be reimbursed
Please enter your total round trip mileage and your total claim with be automatically calculated, capped at £200.
- Mileage claims are reimbursed at 45p per mile
- Mileage claims do not require a receipt
- Mileage and parking combined must not exceed the approved travel limit
- Mileage should reflect the actual business journey undertaken
Accommodation
- Standard single occupancy bed and breakfast accommodation only
- Receipts are required
- Upgraded or executive rooms will only be reimbursed at the standard room rate
Reasonable Airbnb or equivalent short-term accommodation bookings may be reimbursed where they represent a cost-effective option compared to standard hotel accommodation.
Claims must:
- Be for single occupancy only
- Include a valid booking confirmation and payment receipt
- Remain broadly in line with standard hotel rates for the location and event
Other (Pre-approved only)
ASGBI does not normally reimburse miscellaneous or personal expenses outside the categories listed above. Any exceptional costs must:
- Have a clear business justification
- Receive pre-approval from the General Manager or Director of Finance before being incurred
- Receipts must be provided for all approved claims