Travel and Subsistence Claims

Arranging Travel

Any travel outwith Aberdeen should be by public transport wherever possible, and this must be arranged through the Resources Management Service, as should any bookings for accommodation. Employees should not make direct bookings for travel and accommodation. Instead they should complete an Aberdeen City Council Travel Application form, and have this signed by the manager of the budget which is to be used to pay for the bookings*. Once the form has been coded and authorised it should be forwarded to Resources Management, where the bookings will be made on your behalf.

Claiming Mileage

If an employee chooses to use his or her own car to travel to an event, rather than using public transport, they may claim expenses at the lower mileage rate. If it is not possible to use public transport and use of the car is the only alternative, then expenses can be claimed at the higher mileage rate (see below). All claims should be entered on an expenses claim form and authorised by the manager of the budget which is to be used to pay for the expenses*. For mileage claims a fuel receipt, which shows a breakdown of the VAT charged, must be attached to the claim form. This receipt must be dated on or before the first date of travel.

Subsistence Expenses

Employees may also claim back the costs of any meals or refreshments purchased whilst away from home or work at a course or CPD activity.  In addition, where an employee stays overnight with family or friends, rather than in an hotel, an overnight allowance can be claimed. The current maximum rates which can be claimed are shown below. Claims are made using an expenses claim form which must be authorised by the manager of the budget which is to be used to pay for the expenses*. Any claim must be supported by original receipts, which should be attached to the form.

Current Rates

*Where it has been agreed that travel and subsistence will be funded from budgets held centrally by the CPD (Schools) Team, all forms must be sent to Summerhill Centre in the first instance for authorisation. Please send forms to:

Employee Development (CPD Schools) Team

Resources Management Service

Summerhill Centre

Stronsay Drive

Aberdeen

AB15 6JA

Tel: 01224 346078

Fax: 01224 346243

Where funding is to be provided by a school's own budget, forms can be authorised by the Head Teacher and processed in the normal way.

For more information on procedures for applying to attend events outwith Aberdeen and claiming back expenses, download the Flowchart of Procedures.