If your application is approved, you will receive an acceptance email confirming your application has been approved and the funding available for your activity.
Any costs above the amounts approved in your application must be agreed with the Education Office in advance. Approval cannot be guaranteed for increased expenses submitted afterwards. If your actual costs are lower than originally approved, please provide a quick update so records remain accurate and the fund can be managed effectively.
Booking your activity information
The Teaching Fellow and Learning Technologist Development Fund (TFDF) has specific rules for booking travel and accommodation. They apply in addition to, and do not replace, Imperial's Expenses Policy.
- All accommodation and travel, including flights and rail, must be booked via Egencia. This is a TFDF-enforced requirement.
- The limits for accommodation and subsistence set out in Imperial's Expenses Policy apply to TFDF claims.
Applicants must follow Imperial's Expenses Policy in full. Expenditure that does not meet the requirements set out there will not be reimbursed.
For booking travel, please refer to section 7 of the TFDF Applicant Handbook 2026.
Accommodation must be booked via Egencia, the same as travel. Room rates must not exceed the maximums set out in Imperial's Expenses Policy.
For full detail, see Imperial's Expenses Policy. Pages 24 to 25 list the hotel rates and page 27 details conference hotels.
Please refer to section 8 of the TFDF Applicant Handbook 2026.
Subsistence is not booked in advance; it is expensed. Applicants pay for meals themselves and claim the cost back afterwards via My Expenses in ICIS, up to the maximum rates set out below.
All expense claims, including for meals, must be accompanied by receipts. For further information, see Section 6.2 (Receipts and supporting documentation) for the requirements, or Appendix 2 (page 42, Receipt submission) of Imperial's Expenses Policy.
For full detail, see pages 24 to 25 for meal rates and Appendix 1, page 41 for notes on the 24-hour meal rate in Imperial's Expenses Policy.
Please refer to section 9 of the TFDF Applicant Handbook 2026.
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