(1) Claims for all items other than porterage, taxis, and basic fares, must be supported by receipted vouchers. Porterage and taxi expenses of a substantial nature (over €5.08) should, however, be supported by a voucher.

(2) Fares: Only fares actually paid by the claimant should be included in a claim. Distinction should be made between 1st and 2nd class fare; the cost of sleeping berths should be shown.

(3) (a) Route: An explanation should be furnished covering any journey which is not undertaken by the cheapest route. Journeys from and to Ireland are regarded for official purposes as commencing and terminating in Dublin.

(b) For journeys undertaken by private car, the distance in miles must be shown.

(4) Persons travelling on the business of the University may use their own motorcars subject only to the authorisation of the Head of School/Unit. It is the responsibility of each staff member who anticipates the need to use his/her car on University business to ensure that his motor insurance cover is adequate to cover this class of driving as distinct from ordinary personal private use.

(5) (a) Subsistence Allowance: The place where each night was spent should be stated, the appropriate rate of subsistence allowance being ascertained from the current circular on the subject and inserted. If the particular rate is not known the column should be left blank.

(b) When sea or air journeys are undertaken, times of embarkation and disembarkation should be reported.

(6) Where expenses are claimed in connection with attendance at a conference or other meeting, the dates of commencement and termination of the conference should be stated above.

(7) When travelling to a conference all expenses ie Registration Fee, Travel, Subsistence should be recorded under the Conference code 60100.

(8) Travel Advances: Staff may receive an advance on their subsistence expenses from the Finance Office up to 75% of subsistence allowed plus any paid expenses eg flights, conference fee. On return to the college following trave, the balance of the monies due will be paid subject to the receipt of a fully completed travel claim form.
NO Advances are given for travel within Ireland.

(9) Claims must be submitted within one month of the completion of a journey, otherwise any advances issued may be recovered from salary due.

(10) Charges for postage. telegrams or other incidentals must be strictly limited to those necessarily incurred on University business.

(11) The relevant rate of exchange to be used, when not readily available, will be inserted by the Finance Office as well as the € equivalent.