Travel & Accommodation Policy

CSSC have introduced a Games Travel and Accommodation policy for 2017 to assist with competitor’s costs. The aim of the policy is to ensure that all CSSC members not funded from any other body or organization (including Departmental Associations - DA’s) are treated consistently and fairly with regards to funding at the CSSC Games.

The CSSC Event Team reserves the right to amend any and all of the rules and guidelines presented below at any time.

Travel

Costs for use of a private car are assessed on the basis of mileage and fuel type and will be as follows:

  • Driver - 50% of mileage costs up to one times the current full annual CSSC subscription;
  • Passengers – 5p per mile up to a maximum of £15 per passenger.
  • Costs for use of public transport will be 50% of costs up to one times the current full annual CSSC subscription;

The cost assessment must be submitted to the CSSC Event Team. All members are limited to a total claim within the calendar year of four times the current full annual subscription.

A minimum claim with the scheme is £5

All completed claim forms should be submitted by Monday 16th October 2017. 

Competitors must stay in Loughborough University accommodation booked via the CSSC Events team in order to be able to make a claim. The flat rate for accommodation is £40 be that for standard or en-suite rooms. Competitors will be able to claim for either one or two nights’ accommodation i.e. £20 per night, £40 in total. Competitors must stay at onsite at Loughborough University in order to be able to make a claim for their accommodation.

Appendix A  Terms and Conditions

General

  • Applicants must make every effort to ensure that their travel and accommodation arrangements are cost-effective and necessary, in the same way that they would for business travel.
  • The official Expenses Claim form must be used to record details of the expenses and completed claim forms must be received no later than Monday 16th October 2017. after the CSSC Games.
  • In the case of complex or lengthy claims where there is insufficient space available on the claim form please continue on a separate piece of paper.
  • Full details of mileage and other costs of your travel and accommodation should be entered on the form. The receiving authority will assess what is due.

Travel by Car

  • Claims for travel by car will be assessed at the CSSC mileage rate for that car’s fuel type applicable at the time. Every effort should be made to car share to the event venue and passenger(s) details must be shown on the claim form.
  • The appropriate CSSC Volunteer car mileage rate will be applied by the Event Team when assessing claims. Mileage rates, one for petrol engines and another for diesel vehicles, are reviewed quarterly on 1st January, April, July and October and published in CSSC Volunteer Newsletters and on the website
  • Passengers are not be eligible to claim for travel costs in their own right, except for travel to and from the pick-up point.

Travel by Public Transport

  • All claims for travel by public transport must be accompanied by the relevant tickets or receipts. Where it is likely that the tickets will be surrendered for inspection or on arrival, a suitable receipt should be obtained at the time of purchase. Every effort should be made to secure the cheapest ticket available for the journey e.g. Saver, Super Saver, Apex or other discounted tickets. Under no circumstances will the cost of first class travel be reimbursed.
  • Taxi fares are only allowed if there is no other form of transport available and must be approved beforehand by the Event Team.

Processing of claims

  • Claims will be processed in good time. Claimants are required to supply details of their bank account (Name of bank, Account Name, Account Number and Sort Code) to facilitate payment by bank transfer.
  • If, after reading these guidance notes, you remain unsure about the completion of your expense claim form, please contact the Event Team (events@cssc.co.uk)

Appendix B  Current Rates for Assessing Mileage Costs etc

As of 1 January 2017, the cost of a private vehicle using petrol is assessed at 22p/mile. The equivalent rate for a diesel-engine vehicle is 20p/mile. The full annual membership subscription for 2017 is £47.40.

Appendix C  Examples of the Policy in Action

Example #1

A member enters the Games with an accommodation element included at a cost of £40 per night. He/she drives a total distance of 100 miles in a petrol-engine car carrying one passenger (also an entrant) the full distance. He/she only stays for one night.

Driver’s costs: 100 miles at 22p/mile = £22.00. Allowance, at 50% cost up to a maximum of £47.40 = £11.

Accommodation for one night - £20

Passenger cost: 100 miles at 5p/mille = £5.00. Allowance, up to a maximum of £15.00 = £5.00.

Claim to be awarded: £11.00 + £5.00 + £20 = £36.00.

Example #2

A member enters the Games with an accommodation element included at a cost of £40 per night, B&B. He/she drives a total distance of 300 miles in a petrol-engine car carrying one passenger (also an entrant) the full distance. They each enjoy two nights’ accommodation.

Driver’s costs: 300 miles at 22p/mile = £66.00. Allowance, at 50% cost up to a maximum of £47.40, = £33.

Passenger cost: 300 miles at 5p/mile = £15.00. Allowance, up to a maximum of £15.00, = £15.00.

Driver’s accommodation costs: 2 nights - £40.

Claim to be awarded: £33 + £15.00 + £40 = £88

The passenger can also claim for accommodation costs.  

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