International Travel

Reasonable travel, accommodation, subsistence, entertaining and other expenses incurred by you in the course of Company business overseas will be reimbursed.

It is not possible to set out rules for every conceivable situation and so you are required not only to adhere to the express terms on this page, but also to exercise your judgement. The Company reserves the right to reject or reduce claims that are considered to be excessive.

Any non-business travel undertaken on a business trip must be declared for and paid for in full by you.

Before you Travel

Approval

If you are required to travel overseas on Company business, you must obtain approval for this prior to making any related arrangements or commitments. Failure to obtain approval prior to arranging travel is a serious breach and will be addressed under the Company’s disciplinary procedure.

Failure to obtain prior approval may also result in you not being covered by the Company’s travel insurance and render you ineligible to claim any expenses.

All international travel must be justified and you must be able to demonstrate that the proposed journey fits with the Company business strategy, is proportionate to the anticipated outcomes, that alternative arrangements such as video-conferencing are inappropriate and that the most economic and effective travel and accommodation arrangements will be made.

International Risk Assessment

Prior to travel, you should find out about the country you are travelling to, including local customs and laws in relation to behaviour and conduct. You will not be required to travel to any countries where a travel alert has been issued by the Foreign and Commonwealth Office (FCO).

You should avoid unlicensed transportation, observe security and safety announcements and avoid exposure to any undue risk. Deliberate exposure to danger is not covered by the Company’s travel insurance.

Passport and Visa

You are responsible for obtaining your own passport. Your passport must be valid for at least 6 months after your return to the UK. You should seek advice on entry visas from Head Office.

Vaccinations

Advice on vaccinations varies from one country to another. For more information on this visit the NHS website in England and NHS Inform in Scotland.

You should visit your GP in the first instance to check whether any vaccinations or other preventative measures are required. Vaccination costs can be claimed via the expenses system.

If you knowingly refuse medical advice, the Company cannot be held responsible should an incident occur.

Travel Expenses

Air Travel

All international travel must be arranged via the Kew Green Head Office.

It is expected that all travel paid for by the Company will be economy class.

Business and first class travel will not be paid for by the Company. Should you wish to upgrade your class at your own cost, this must be agreed in advance with the Chief Executive Officer.

Accommodation

Depending on the destination, accommodation will be booked in advance by Kew Green Head Office.

If you are required to work overseas for an extended period of time (usually 30 days or more) you may be accommodated in an apartment. This will be paid via Head Office.

If you are an authorised Company credit card holder, payment for hotel accommodation can be made using your card, as this is a permitted transaction. If you do not have a Company credit card, you should use cash or a personal credit card to pay for your accommodation and claim this expenditure via the expenses system.

Rail

Eurostar and all other international rail bookings must be standard class.

Transport Costs

Before travel, you should consider how you will get around whilst overseas. The most cost effective and efficient mode of transport should be used.

You should consider car hire if this is in a safe driving environment and is likely to be more economical than using taxis. Car rental must be booked before you go overseas via Head Office, ensuring there is adequate insurance cover in place.

The use of taxis will be permitted when car hire is not practical (for example, due to safety considerations or poor road infrastructure), not available or not economical. You must obtain receipts for all journeys. If your receipts are in a language other than English, you should attach details of the journey to the receipt.

Foreign Currency

You are responsible for arranging your own foreign currency prior to your journey and for converting unused foreign currency back to Sterling on return (unless you are planning another journey). This should include anticipated funds for business use and any money you may require for personal use.

Your Health

GP Advice

You should not travel on any work-related matter if your GP has advised against this. If you are concerned about your ability to travel, you should seek your GP’s advice before travelling.

Medical Cover and Insurance

Comprehensive annual travel insurance is arranged by Kew Green Head Office. You should request a copy of the travel insurance policy before travelling for the first time. It is your responsibility to familiarise yourself with this policy.

Prescription Medication

Prescription medications prescribed in the UK will not be paid for.

It is your responsibility to ensure that you take ample supplies if you require any medication which has been prescribed in the UK. Any medication taken from home should always be covered by a medical certificate that they are certified for personal use. It is your responsibility to ensure such a certificate is obtained and carried with you whilst you travel.

Be aware that some countries have specific regulations that may prevent you from taking some medicines into the country.

Medical Treatment

Following the UK's exit from the EU, European Health Insurance Cards (EHIC) should remain valid until their dates of expiry however, the Company will provide travel insurance appropriate to the destination as and when international travel is required.

Illnesses Acquired while Travelling

Some diseases acquired overseas may only become apparent after you return to the UK. It is particularly important to see your GP to have investigations into any feverish or diarrhoea illnesses that develop for up to 3 months after an overseas trip.

Your Expenses Claim

Claims for allowable expenses incurred during international travel should be submitted via the online expenses system in the usual way. All claims must be supported by receipts and details of the reason for the expense provided.

Where expenses are incurred in the local currency, the claim for reimbursement should either be for the actual sterling amount debited to your debit/credit card or, where paid in cash, should be converted at the rate applicable on that day.

For more details, see the expenses policy.