Away From Base Expenses Policy

Haus of Ästhetik

Away From Base Expenses Policy

Effective Date: 1st April 2025

Review Date: 1st April 2026

Version: 1.0

 

1. Purpose

This policy outlines the reimbursement entitlements for staff who travel away from the primary clinic location (4 Portland Square, Bakewell, DE45 1HA) for business purposes including training, conferences, meetings, or clinical education. The policy ensures that employees are fairly compensated while aligning with HMRC allowable expenses.

 

2. Scope

This applies to:

  • All permanent and freelance employees of Haus of Ästhetik

  • Staff attending pre-approved off-site events, training, or conferences

  • Expenses incurred wholly, exclusively, and necessarily in the performance of clinic-related duties

 

 

3. Travel Expenses

3.1

Mileage (Personal Vehicle Use)

Employees using their own vehicle for work-related travel may claim:

  • 45p per mile for the first 10,000 miles per tax year

  • 25p per mile thereafter

    (This is in line with HMRC’s approved mileage allowance payments – AMAP)

Parking and tolls incurred during business travel are reimbursable with receipts.

Congestion charges are claimable where applicable.

Fuel receipts are not required for mileage claims.

 

3.2 

Public Transport & Tickets

The clinic will reimburse or pre-book the following:

  • Train, bus, tram, underground, ferry, or flight tickets at standard or economy class

  • Claims must be supported with receipts or digital booking confirmations

 

4. Subsistence Allowances

4.1

Meal Allowances (HMRC Benchmark Rates)

Meal costs where not provided, are reimbursable where travel meets the following:

  • You are required to travel for work

  • You are away for at least 5 hours or more

    Meal Type

    HMRC Benchmark Rate (No Receipt)

    Typical Allowable Cost (With Receipt)

    Notes

    Breakfast

    £5

    £15

    Must be purchased after starting travel (e.g. early train departure).

    Lunch

    £5

    £20

    For meals taken away from base during business hours.

    Evening Meal

    £15

    £35

    Higher range applies to London and formal dining with colleagues.

    24-Hour Incidental

    £5

    N/A

    Fixed rate allowance for items like drinks, newspapers, toiletries.

Policy Notes:

  • Receipts must be retained where possible for internal record-keeping, but fixed-rate subsistence may be claimed without itemised receipts if pre-agreed.

  • Where receipts are provided, actual and reasonable expenses may be claimed in line with the amounts above.

  • All claims must be wholly and exclusively for business purposes.

  • Claims without receipts are limited to HMRC’s benchmark rates.

  • Alcohol is not reimbursable unless part of a reasonable business hospitality arrangement and pre-approved.

 

5. 24-Hour Incidentals Allowance

To cover sundry items (e.g., paper, stationery, refreshments, printing), an allowance of:

  • £5 per 24 hours is claimable for trips involving overnight stays

This allowance does not require receipts and is capped per 24-hour period.

 

6. Accommodation Expenses

Accommodation for overnight business stays will be reimbursed or pre-booked within the following limits:

Location

Maximum Nightly Rate (inc. VAT)

London (Inner)

£150 per night

Outside London (Elsewhere in UK)

£120 per night

 

Staff must use reasonably priced hotels or serviced accommodation, and receipts must be provided. Any upgrades or room service charges are the employee’s personal responsibility unless pre-authorised.

 

7. Claiming Process

  • Submit all claims within 14 days of travel via the expense form or digital expense platform

    • Mileage logs

    • Receipts or booking confirmations

    • Purpose of travel

    • Dates and times

      Include:

       

Claims will be reviewed and reimbursed in the next payroll cycle.

 

8. Non-Allowable Expenses

The following are not reimbursable:

  • Alcohol or minibar charges

  • Personal items, gifts, magazines

  • Hotel entertainment or spa services

  • Travel for commuting to your regular work location

 

 

9. Compliance

All expense claims must meet the principles of wholly, exclusively, and necessarily incurred for business purposes. False claims or abuse of this policy may result in disciplinary action and HMRC reporting obligations.

 

10. Review

This policy will be reviewed annually and updated in line with HMRC’s published expenses and benefits guidance.