Overview
Overriding spirit of this policy is to ensure that people travelling on behalf of College are accommodated to an acceptable standard within reason, while achieving best value for the College.
1. Objective
- Bring clarity to all and streamline administration
- Ensure Revenue requirements are covered and all aware
- Ensure fair treatment and equity
2. Scope
All staff, students and College representatives travelling on behalf of College. Broad outline included but subject to specific restrictions due to funding or budgetary constraints.
3. Approved flight types
- Economy class for short haul flights (example when travelling from Ireland within Europe)
- Business class for long haul flights. (example when travelling from Ireland outside Europe)
All flights are subject to a maximum cost per return trip, thus last minute changes to travel arrangements may require business tickets to be changed to economy tickets to remain within maximum limit.
4. Research funded travel
Travel funded from research grants will be economy class regardless of destination. Any exceptions to be approved in advance by Research Office.
5. Chauffeur service
No chauffeur service unless provided by airline which will be advised by RCSI Travel at time of booking. Taxis to be used in all other cases.
6. Travel arrangement
All flights to be booked via RCSI Travel. All Accommodation to be booked via RCSI Travel, including local Dublin hotel accommodation.
7. Motor expenses
Motor expenses reimbursed for all car sizes using RCSI standard rate of €0.40 cent per km, currently up to 15,000km per annum. A letter of Indemnity from your motor insurance company must be included with your expense claim indemnifying RCSI from any liability while using personal car.
RCSI travel policy incorporates Revenue requirements that all claimants are required to include specific start and end points of each journey. The mileage claimed must be the lesser of (a) home and the temporary work location; or (b) the normal place of work and the temporary work location. Where claiming for multiple trips, details of each trip must be forwarded on separate backup sheet if required.
8. Academic conference travel
Travel for academic conferences funded by RCSI must be approved in advance by Medical Faculty.
9. Refreshments and international calls
Policy limits expenses relating to refreshments and personal international calls while abroad to a reasonable level.
10. Expense reclaim
Travel expenses to be claimed using on-line expenses module available on Staff portal.