The new Expenses Policy contains tables of hotel and meal rates for the 20 most visited countries on Imperial business  last year and a rate to be used for all other countries.  See the new rates in the  or in the online Expenses Policy.

For meals (subsistence), the MyExpenses system is not able to handle multiple limits based on the destination.  Therefore, in response to staff feedback, the system will no longer check meal (subsistence) claims and flag them if the limits are exceeded.

A new Expense Type, 24 Hour Meal Rate, can be used when there is an overnight stay.  It provides flexibility to not have to have the most expensive meal in the evening. However, the expectation is that no meal will exceed 60% of the 24-hour meal rate.  See New Expense Types for more information.

For meals, Claimants  :

1. Enter City and Country in the Details box.

2. Check the rate table and if the claim exceeds the limit for the destination country, add a justification in the Details box.

The system will no longer warn you that this is required.

The new Expenses Policy contains a tables of hotel and meal rates for the 20 most visited countries on Imperial  business  last year and a rate to be used for all other countries.  See the new rates in the  or in the online Expenses Policy‌.

Unfortunately the MyExpenses system is not able to handle multiple limits based on the destination.  Therefore, in response to staff feedback, the system will no longer check meal (subsistence) claims and flag them if the limits are exceeded.

A new Expense Type, 24 Hour Meal Rate, can be used when there is an overnight stay.  It provides flexibility to not have to have the most expensive meal in the evening. See New Expense Types for more information.

Approvers :

1. Using the city and country in the Details,  and if the claim exceeds the limit for the destination country, check for a justification in the Details.

2. If the claimant has not entered the city, country and justification (if applicable) then following the standard procedures, the claim should be rejected.

The system will no longer warn you that this is required.

When attending a conference, it is recognised that there are benefits to staying at, or very near, a designated Conference Hotel (one specifically recommended by a Conference organiser as the venue that most delegates will be staying at),  and that sometimes hotel rates go up as a result of a conference.  With this in mind, a new Expense Type and pre-approval process has been introduced to cater for this situation.

Before booking:

• Check the published conference booking rate against hotel rates (UK rates and Overseas rates).

If the rate exceeds the limit:

• Check the rate for the conference hotel with Egencia.

 If this also exceeds the limit on the rate table:

• Search for similar hotels in the local vicinity (1 km radius).
• Email your Head of Department (HoD) in advance to request approval to book.  Provide the information you gathered about the rates for the conference hotel and similar hotels in the local vicinity.

When submitting expenses claim:

• Select the new Conference Hotel expense type and attach the approval email from your HoD.