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Can a claim be put in for international travel for either a speaker or committee Member?

Overseas Travel from the UK 

Under the appropriate circumstances, volunteers may submit an expense claim for international travel.

  • All overseas travel on BCS business requires the prior written approval of the Group Chief Executive (Institute) or Managing Director (L&D). This includes the cost of travel when inviting event speakers from overseas.
  • For all flights BCS will only reimburse the price of economy class tickets.
  • Flights must be reasonably priced and agreed in advance and include all airport taxes and luggage charges.
  • Travel expenses including mileage from the home of the volunteer to the airport and airport parking will be reimbursed whilst on BCS business only.
  • The cost of the refreshment is expected to be modest and BCS would not normally expect individuals to submit claims for alcoholic drinks.
  • Travel insurance will not normally be reimbursed.
  • You are required to pay for any travel costs incurred by your partner or spouse if he/she accompanies you on BCS business. Your partner or spouse must have adequate travel insurance for that journey.
  • You are required to pay for any travel costs incurred by your partner or spouse if he/she accompanies you on BCS business. Your partner or spouse must have adequate travel insurance for that journey.

 

Overseas Travel to the UK

The purpose of this guidance note is to ensure that there is consistency and transparency with regard to all travel arrangements and expenses incurred when volunteers who reside abroad travel to the United Kingdom to physically attend a meeting or event.

  • Any booking that BCS is being asked to reimburse requires prior authority from the Groups CEO or Group FD.

  • Council Members with prior agreement are allowed to travel to the UK for ONE Council meeting per year, to a maximum of three during the three-year term of office. Members cannot carry over a physical attendance to a Council meeting from a previous year. Attendees can only claim for three nights’ accommodation when attending a Council meeting.

  • All receipts must be available when submitting the expense claim form. No additional expenses will be paid unless it is accompanied with a formal receipt which includes food and beverages – no alcohol will be reimbursed.

  • BCS will reimburse the expenses the volunteer may incur in travelling from their home to the airport. It is expected however, that the volunteer will travel by means of public transport i.e. transport by coach or train. If the volunteer travels by car the standard rate per mile will be reimbursed, notwithstanding the country the volunteer is in. No taxi fees to/from any airport will be reimbursed unless travelling as part of a BCS group.

  • Once in the UK it is expected that volunteers’ travel from the airport to the meeting by means of public transport i.e. transport by coach or train. No taxi fees to/from any airport to London will be reimbursed unless travelling as part of a BCS group.

  • BCS will only reimburse the cost of parking the volunteers’ car at an airport carpark if agreed in advance.

  • If a hire car is required, this must be agreed prior to hiring and will only be reimbursed if the meeting is held outside of London and not in the vicinity of an airport or public transport. BCS will only reimburse the cost of the car hire from the airport to the meeting venue and back using a direct route. Any additional use of the car will not be covered.

 

More information on volunteer expense claims can be found in our volunteer expense claim article.  

 

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