Using your own vehicle
You can use your private vehicle to make business journeys, and may claim mileage allowance via the expenses process.
It is forbidden to use a University Credit Cards to purchase fuel for private vehicles.
Make sure that your insurance cover extends to business use and, if necessary, amend it accordingly.
Car hire in the UK
Hired vehicles must be used for business purposes and journeys only. All private use is forbidden.
Where possible, the costs of car hire should be paid for by the University directly. University credit cards or personal credit cards may also be used to buy fuel for hired vehicles. A receipt must be kept in both cases.
If you used your personal credit card, you can reclaim costs via the expenses process.
Car hire abroad
In cases where the University can’t make direct payments on short notice, you may hire a car yourself and seek reimbursement via the expenses process. Make sure to provide receipts.
A number of departments have pool cars, vans or other vehicles. These are not allocated to a person but to the department or a specific location. Your departmental administrator can advise on whether a vehicle is available in your department and how to book it.
The vehicles are for business use only.
To check if your driving license is valid in specific countries and for further advice, please refer to the government’s guidance on driving abroad.
Car parking and road tolls
You can claim parking costs and road tolls, including the London congestion charge , as part of the expenses process, if they were incurred during business travel. If available, tickets or receipts should be attached to the form as proof.