Student Travel

Claiming for travel expenses on HEP business

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

  • Before you travel:
    • Seek approval for your trip. Fill in the pre-travel request form.
    • 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 Rutherford Hub Administration.
  • After the trip:
    • All claims are submitted on the normal University Claims Form FD1A on this page, with receipts attached, to the Rutherford Hub Administration.[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. You must fill in the pre-travel request form.
  • Visit notices are not required, but longer trips (LTA, conferences etc) must also be approved by the HEP group leader in advance. Use the pre-travel request form for this.
  • All claims are submitted on the normal Cavendish claims form, with receipts attached to the Rutherford Hub Administration.
  • 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 University Claims Form

  • University claims forms (FD1A for students) can be downloaded from this page. [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.