Note for Students:

You ONLY need to seek approval from the Board of Graduate Studies if the trip is longer than 21 days. Otherwise, approval from the supervisor will suffice and the student should "tick" the box confirming that approval has been given by Board of Graduate Studies.

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.
  • 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.
• 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.