DFID Department for International Development

Mileage Type

You can claim when:

Mileage Rate

Limit

Public transport

Insurance is not “fully comprehensive” & you have completed the declaration form.

25p per mile

Actual mileage on official business in the UK.

Cannot be claimed for normal travel to/from work

You have “fully comprehensive” insurance and a suitable public transport service is available.

25p per mile

Actual mileage on official business in the UK.

Cannot be claimed for normal travel to/from work

Standard mileage

You have fully comprehensive insurance policy that covers:

up to 10,000 miles - 40p a mile; 

over 10,000 miles - 25p a mile

Actual mileage on official business in the UK

bodily injury to or death of a third party or any passenger; and

damage to the property of a third party;

And the use of the vehicle either in connection with your business or, more specifically, DFID's business.

Cannot be claimed for normal travel to/from work

DFID will not reimburse any charge levied for this cover.

Higher rate cannot be claimed if a suitable public transport service is available

Passenger supplement

The passenger is travelling with you on DFID business e.g. a colleague travelling to a DFID away day, or conference DFID has booked or arranged

Additional 2p a mile for each person

Cannot be claimed for passengers who are travelling with you for reasons other than DFID’s business.

Cannot be claimed for normal travel to/from work

Motorbike

You have fully comprehensive insurance policy that covers:

24p per mile

Actual mileage on official business in the UK.

Cannot be claimed for normal travel to/from work.

bodily injury to or death of a third party or any passenger; and

damage to the property of a third party;

And the use of the vehicle either in connection with your business or, more specifically, DFID's business.

DFID will not reimburse any charge levied for this cover.

Local mileage rate

SAIC & HCS overseas

Local office will advise

Actual mileage on official business outside the UK.

Cannot be claimed for normal travel to/from work

Other incidental travel costs

You pay car parking fees, tolls and ferry costs

Actual costs

Reimbursement of actual costs only, for which you must have receipts.

No other incidental travel costs may be reimbursed.

Type of subsistence

Employee can claim when:

Subsistence rate

Limit

Day rate – more than 5 hours, but less than 10 hours

Employee travels on DFID’s business for any period which is longer than 5 hours, but less than 10 hours

£4.25

Employee may not claim when meals are provided free of charge (unless it is regarded as a working lunch)

Day rate – more than 10 hours, but less than 24 hours

Employee travels on DFID’s business for any period which is longer than 10 hours, and does not involve either an early start or overnight stay away from home

£9.30

Employee may not claim when meals are provided free of charge (unless it is regarded as a working lunch/dinner)

Day rate – more than 12 hours, with early start and have to buy breakfast

Employee begins travelling on DFID’s business very early so has to buy breakfast, and travels for more than 12 hours but less than 24 hours

£13.55 (i.e. £9.30 plus £4.25)

Employee may not claim when meals are provided free of charge (unless it is regarded as a working lunch/dinner)

Night subsistence – staying in a preferred hotel

Employee stays overnight in a single room in a preferred hotel on a bed & breakfast basis, when travelling on DFID’s business

£23.30

Where lunch or dinner is provided, even if they chose not to eat it, employee should deduct £4.25 (lunch) or £14.05 (dinner) from this amount.

Employee should claim the appropriate rate of day subsistence for any period of less than 24 hours.

For longer stays consider if a serviced apartment, or rented accommodation, are better value. Employee must use rented accommodation after 29 nights.

Normally bed and breakfast costs for preferred hotels will be met through a billback system and paid by BCD. Employee must pay any other costs you incur.

Night subsistence – staying in a hotel which is not on the preferred list

Employee may stay in a hotel which is not on the preferred list when they stay somewhere where there is no preferred hotel, or when no room is available at a preferred hotel.

Actual costs of a single hotel room, bed and breakfast rate, up to the current rates which can be found on the BCDTravel Site Plus £23.30 night subsistence

Employee will usually be responsible for paying the costs of bed and breakfast, then claiming reimbursement of the actual costs up to the agreed rates. Employee will not be reimbursed for any other costs they incur.

Where lunch or dinner is provided, even if they chose not to eat it, employee should deduct £4.25 (lunch) or £14.05 (dinner) from this amount.

Employee must claim the appropriate rate of day subsistence for any period of less than 24 hours.

For longer stays consider if a serviced apartment, or rented accommodation, are better value. Employee must use rented accommodation after 29 nights.

Staying with friends

Employee stays with a member of their family or with friends when away from home on DFID business.

£25 per night employee or their partner

£18 per night child over 5 years

£9 per night child under 5 years

Employee will be expected to repay their host for any expenses they incur in providing them with overnight accommodation, as well as meeting the cost of their meals from this allowance.

Sleeping berth in a train

Employee travels overnight on DFID’s business by train and occupies a sleeping berth

£23.30 night subsistence plus actual costs of breakfast

Employee should deduct the amount allowed for any meals which are provided free of charge. Employee must claim the appropriate rate of day subsistence for any additional period of less than 24 hours.

Residential allowance

Employee stays away from home overnight on DFID business with accommodation and meals pre-paid e.g. residential training course

£5 per complete period of 24 hours

Must be away from home for a complete period of 24 hours

For periods away from home when employee must purchase meals they may claim the appropriate rate of day or night subsistence detailed above.