eca
edinburgh college of art
STAFF TRAVEL POLICY
1. Introduction
This policy pulls together the relevant information relating to Staff Travel within the College and
should be read in conjunction with the full policies it refers to and Policies within the Staff
Handbook.
2. Eligibility
To qualify for Staff Travel, claimants must be employed by the College on the permanent payroll
on a permanent or fixed term contract. This contract must be in force during the period of staff
travel.
The claimant must normally have completed their probationary period and not be in their notice
period at the time of the travel. If, in exceptional circumstances, an employee is unable to meet
this requirement, this Policy provides for the Head of HR / HR Manager to exercise discretion,
depending on the circumstances.
3. Financial Regulations
Excerpt from Section 7 of the above Regulations
Travel and subsistence costs in respect of staff undertaking journeys etc on College
business will be reimbursed in accordance with the current procedures and standards
and any applicable scales approved from time to time by the Executive Group. Note
that first class travel expenses in excess of the normal rates require prior approval by the
Principal/College Secretary – see Appendix I.
Appendix I gives detailed procedures incorporating the rules and limits which are to be
observed if expenses are to be reimbursed. Example expenses’ claim forms are
included.
Excerpt from Appendix I-1
1.1 General Principles
Before incurring business travel expenses, staff should have due regard at all times for
the need for economy in the mode of travel. Permission must be obtained from the
Head of School or Department or other senior members of staff prior to travel expense
being incurred. Staff are expected to obtain all travel tickets and car hire through the
College’s appointed suppliers and to obtain discounts, Apex and special offers etc
wherever possible. As the annual spend on travel services is above the EU Directive on
procurement of services the College must use nominated supplier(s) as official travel
agents. Only in exceptional circumstances should staff in the course of travel purchase
tickets, for example during a lengthy trip abroad: explanations must be stated on the
claim.
Travel tickets are to be obtained before the journey from the nominated travel agents
and the cost invoiced through the Finance Department and charged to the travellers’
School or Department. Where possible, accommodation should be booked and paid for
in the same way. On occasions where it is necessary to use a non authorised College