Expenses

Tracking expenses

When making any purchases on behalf of the company (including travel expenses, subsistence etc), send an electronic copy of the receipt that shows any VAT paid (for hardcopy receipts, take a photo and email this) to the operations manager. To pay for a purchase, you can either use a company credit card (you will need to ask the operations manager or director to make the purchase on your behalf, or if you are making regular purchases and feel you would benefit from your own company credit card, speak to your line manager about this), or you can pay for it personally and then ask to be reimbursed.

Travel expense allowance

If you are travelling for work where you are representing the company (e.g. going to a conference or a client meeting) or if you are travelling to our offices from outside of Devon, the company covers transportation and accommodation costs.

You can also claim up to £35 per day subsistence for any food and drinks. Please keep receipts for all purchases.

You're welcome to book travel and accommodation yourself and claim it as an expense or ask the operations manager to book it on your behalf. Please book tickets well in advance to get the best price. And please consider the environmental impact of your travel. Check with the operations manager before booking any travel or accommodation to ensure it is within budget.

Travel time can be treated as work hours, as long as you spend that time working when feasible to do so for instance while sitting on the train. Please plan ahead so that you can work effectively while travelling, e.g. without internet access or a power socket.

It is fine to combine your work trip with personal travel (e.g. holiday or visiting friends or family). If this means that the journey takes longer or is more expensive than the normal route, please only claim time and expenses for the normal route.