Student Travel

Claiming for travel expenses on HEP business

From 1st July 2012 almost all travel expenses will be reimbursed via the University system, rather than via the Rutherford PPD group.

STFC Students Claiming on Atlas, LHCb, Atlas Upgrade, GridPP, MINOS, DUNE, ILC

  • Before you travel:
    • Seek approval for your trip. Ask your supervisor to approve the trip.
    • You may then make the arrangements for the trip (including applying for travel insurance - as detailed on the main travel page).
  • If you think you will need to claim an advance to purchase flights etc., please contact the group administrator.
  • After the trip:
    • All claims are submitted on the normal Cavendish claims form (pdf) (doc), with receipts attached, to the HEP group administrator (Rachel Spring admin@hep.phy.cam.ac.uk), for approval by the appropriate person.[Here] is a copy of Steve's spreadsheet version of the Cavendish claim form if you prefer it.
    • Please remember to fill in the extra slip detailing your mileage if you have used a car for all or part of the travel.
    • Leave the Cavendish budget codes blank on your claim form - they will be filled in at a later point.
    • Claims should preferably be submitted within one month (and certainly no later than three months) after the trip - the sooner, the better though.

Longer trips (LTA, conferences etc.)

  • Students may only claim travel for trips approved in advance by their supervisors.
  • All overseas travel by non-STFC funded students must also be agreed in good time with the HEP group leader.
  • Visit notices are not required, but longer trips (LTA, conferences etc) must also be approved by the HEP group leader in advance.
  • All claims are submitted on the normal Cavendish claims form, with receipts attached, to the HEP group administrator, for approval by the appropriate person.
  • Leave the Cavendish budget codes blank on your claim form - they will be filled in at a later point.

Forms and guidelines for LTA travel can be found here (external link).

Non-STFC Students Claiming on Atlas, LHCb, Atlas Upgrade, GridPP, MINOS, DUNE, ILC

Non-STFC funded students should follow the guidelines for staff here.

How to fill out the Cavendish Claims Form

  • Cavendish claims forms can be downloaded here: (pdf) (doc).[Here] is a copy of Steve's spreadsheet version of the Cavendish claim form if you prefer it.
  • Please remember to fill in the extra slip detailing your mileage if you have used a car for all or part of the travel.
  • Expenses will be paid according the normal University rules, and not those of STFC. The University rules are here: expenses (pdf). Further information can be found here.
  • Note that you have to claim actual expenses, with receipts. There are also upper limits on what can be claimed for certain classes of trip. All expenses must be reasonable.