Travel and Claims
Information for the UK-PP community concerning Travel and Claims
New forms (22/2/12) for visit notices and claims
Instructions for people who submit claims to RAL. (Note this does not include claims submitted to Daresbury, mainly related to accelerator R&D, nor to Swindon, for example student claims - in these cases please check with the usual contacts handling such claims)
1. Please use this visit notice (Word document - 1568kB - link opens in a new window) to obtain authorisation for all short overseas trips. As previously this should be submitted to PAPPD Director at RAL - via Post, Fax or e-mail (but each VN to be sent by one route only please).
Note that there is now a different visit notice form for long term attachments (Word document - 54kB - link opens in a new window). For more info LTA Guidelines (PDF - 342kB - link opens in a new window).
2. To submit your claim you should use the latest version (22/2/12) of the expenses claim form (Excel spreadsheet - 45kB - link opens in a new window) - this can be used for UK or Overseas Claims. You should send the claim, together with all of the appropriate original receipts to PAPPD Director at RAL (as original receipts are required this will generally need to be sent via normal post - see postal address below). (If you have problems with the latest version, you may use the old form - see bottom of this page. Ignore the parts 2 h,i & q.)
Notes
- It is strongly recommended that you fill in the form electronically - it contains various drop-down menus, automatic summation of totals and where currency conversion is required multiplication of the currency amount spent by the exchange rate.
- You must use the new Project and Task numbers - see the mapping from old codes to these new numbers (Excel speadsheet - 46kB - link opens in a new window).
- You should also complete the Expenditure Type field - there is a drop-down menu of the valid options
- If any required receipts are not available please attach an explanatory note to the claim as such claims will be subject to additional authorisation.
- Please make sure that you have filled in all of the information required and have signed the claim, also for all overseas trips please make sure that you have submitted a visit notice (preferably approved by the budget holder) - failure to do will delay payment of your claim and slow down the processing of other peoples claims, as it creates extra work!
- You must include your Bank Details.
- Please do try to submit claims promptly, normally this should be within one month of the travel. Since late claims can be difficult to check claims submitted after three months may be disallowed.
- The same form is to be used for both UK and Foreign travel claims, and can be used for actuals and/or per diem where and when permitted
3. New guidance notes for travel and claims (PDF - link opens in a new window) Overseas (PDF - 163kB - link opens in a new window) and UK (PDF - 96kB - link opens in a new window) are now available (22/2/12: to be updated very soon).
Notes
- Details of the claims procedures continue to be subject to change - the guidelines will be amended accordingly.
- It has not been possible yet to update the PPUK Administration page which still links to the old guidelines, it will be updated as soon as possible.
If you have any queries please email Stephen Haywood or PAPPD Director.
Postal Address for PAPPD Director:
Mrs Debbie Loader
Particle Physics Department
STFC, Rutherford Appleton Laboratory
Harwell Oxford
Didcot
Oxfordshire
OX11 0QX
Tel: +44 (0)1235 445 338
Fax: +44 (0)1235 445 672
Links and documents
Pending claims
If payment has not been received within 2 months (or 1 month if you need the payment urgently) then you may send a query to Stephen Haywood.
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