Travel and Subsistence
This page is for all staff who need to submit a travel and subsistence claim.
You will find all of the details and forms below.
Forms
You can download the Travel and Subsistence forms below.
FAQs
How do I complete a travel and subsistence claim form?
Download the form above that you require. This will save in your ‘Downloads’ folder on your desktop.
You can then fill out your details, along with your travel and/or subsistence details. Save a copy and then forward to your line manager for authorisation.
Why are there two forms?
Mileage is paid at 45p per business mile up to 10,000 miles and then 25p per mile thereafter as per GOV.uk guidelines.
Can I claim for an additional passenger?
Yes. This must be clearly marked on a separate line on the claim form. The Finance team will calculate this at 5p for each additional passenger.
What should I enter as normal commute?
For a full explanation on this, please refer to the Travel and Subsistence Policy below on page 5.
Should I be providing insurance documents when submitting a mileage claim?
Insurance documents must be provided which cover any private vehicle for which business use/work related travel is incurred.
It’s the employee’s responsibility to ensure the vehicle is always in a safe and roadworthy condition. These documents are required when making the first claim and then on renewal.
Are there any timescales I must adhere to when making a claim?
You must submit your claim within 3 months.
Do I need to provide a receipt for any subsistence claim?
A VAT receipt is mandatory – failure to provide one can result in non-payment.
Who authorises my claim form?
All claims must be approved by your line manager.
What food and drink can I claim for?
For a full explanation on this, please refer to the Travel and Subsistence Policy below on page 6.
Contact Details
If you need any help, please contact the following:
Caldew Lea Primary School – office@caldewlea.cumbria.sch.uk
Castle Carrock Primary School – finance@castlecarrock.cumbria.sch.uk
Cumbria Education general finance enquiries – finance@cumbriaeducationtrust.org
Hensingham Primary School – office@hensingham.cumbria.sch.uk
Kirkby Stephen Grammer School – finance@ksgs.cumbria.sch.uk
Longtown Primary School – admin@longtownprimary.cumbria.sch.uk
Newtown Primary School – admin@newtown.cumbria.sch.uk
Northside Primary School – admin@northside.cumbria.sch.uk
Petteril Bank Primary School – admin@petbank.cumbria.sch.uk
Queen Katherine School – finance@queenkatherine.org
Tebay Primary School – admin@tebay.cumbria.sch.uk
The Whitehaven Academy – financestaff@whitehavenacademy.org.uk
William Howard School – finance@williamhoward.cumbria.sch.uk
Workington Academy – finance@workingtonacademy.org
Yewdale Primary School – mail@yewdale.cumbria.sch.uk
Yanwath Primary School – admin@yanwath.cumbria.sch.uk