Travel, subsistence and accommodation support

We understand that attending conferences, training, or meetings can be an important part of your professional development and service improvement. Charitable funds can help with the costs of travel, accommodation, and subsistence – but there are some important guidelines to follow.

Before You Travel

All expenses must be approved in advance. If you make bookings without prior approval, you do so at your own risk.
Funding is only available for costs that:

Fit the charitable purpose of the fund you’re applying to.
Comply with NHS Lothian (or university) policies and procedures.

Charitable funds are donated monies, so we can only support basic travel, accommodation, and subsistence costs. Please aim for value for money – use discounted options where possible. Any upgrades must be paid for personally.

How to Claim Expenses

Complete the approved Expenses Claim Form and have it countersigned by your line manager.
Scan and email the signed form and itemised receipts to: [email protected].
Submit claims within 3 months of the expense being incurred – claims after this will not be reimbursed.
Expenses will be paid through payroll, not by cheque.
We cannot reimburse personal costs (e.g., newspapers, minibar, TV charges) or expenses for spouses/partners.

Receipts are essential – credit card slips are not accepted. For foreign currency, convert to Sterling and attach evidence of the conversion rate (e.g., print from oanda.com or credit card statement).

Travel Guidelines

Car and Taxi

Mileage is paid at NHS Lothian’s Public Transport rate.
Parking, tolls, and ferry charges can be claimed with receipts.
Fines (speeding, parking, etc.) cannot be claimed.
Taxis should only be used when no other reasonable option exists (e.g., heavy equipment or group travel).

Air and Rail

Air travel is allowed if it’s cheaper or saves significant time.
Economy class only for European and international flights.
Business class may be approved for long-haul flights with prior approval from the Medical Director.
First class air or rail travel will not be funded.

Accommodation

Complete the online application form at least 4 weeks before travel. Your line manager must countersign (and cannot be a fund co-signatory).
If you book your own accommodation, reimbursement is only possible with prior approval and original receipts.
We will not reimburse personal extras (e.g., minibar, newspapers).

Subsistence

Subsistence is only payable when you’re away from home or NHS premises for fund-related duties.

Maximum meal allowances:

Breakfast: £5.00
Lunch: £7.00
Evening Meal: £20.00

Alcohol cannot be claimed under any circumstances.