Expenses Policy

The new policy takes into account the new Sustainable Travel Policy approved by the University Executive in August 2024.   

Using the University’s Travel Management Company (TMC) is mandatory. However, there are several exemptions to using the TMC. For a complete list of exemptions, please refer to the Sustainable Travel Policy. For these exemptions, using local University credit cards or the University expenses system is acceptable. 

The online booking tool is live and ready to use - https://idp.diversitytravel.com/account/login

Guidance on travel – including booking travel, insurance, protecting your health and personal safety whilst travelling for University purposes, sustainable travel, visas and information in case of emergencies, etc - can be found on the Business Travel webpages.  

An Equality Impact Assessment (EqIA) was completed in 2022 as part of our specific statutory duty to assess the equality impact of the revised policy against the needs of the general Equality duty.

We update the policy annually to make sure it’s up-to-date, operationally effective at all levels and compliant with our charitable purpose, public expectation and tax laws. The policy helps claimants and authorisers to understand what can and can’t be claimed for, what’s considered reasonable and what the exceptions are.

If you have any questions, please email finance.helpline@ed.ac.uk or call 0131 651 5151 (option 1).

Relevant Documents:

• Expenses Policy
• Advances Procedure
• Expenses Infographic