Appendix 2 - Guide to Claiming Expenses

Travel and Subsistence Allowances for Approved Study Courses for Dental Trainees

Night Subsistence Allowances from 1^st April 2024

Accommodation claims are at the discretion of HEIW and must be agreed with DFT / DCT / DST Associate Dean in advance and are travel distance dependent.

Category of Accommodation	Rate Payable
Night Allowances: first 30 nights	Actual receipted cost of bed and breakfast up to a maximum of £75 outside London/Cardiff and £100 within London /Cardiff
Meals Allowance	Per 24-hour period: actual receipt cost up to the maximum amount of £25. Receipts are required to support the actual expenditure claimed.
Night allowances in non-commercial accommodation	Per 24-hour period: £25.00 No receipt is required.
Night Allowances: after first 30 nights	Employees who have certain responsibilities e.g. are married/in a civil partnership/living with a partner and/or have dependents residing with them Maximum amount payable: £35.00 Employees without responsibilities and those staying in non-commercial accommodation Maximum amount payable: £25.00

If a dentist is claiming for an overnight stay, they must attach a receipt or statement to indicate that the expenses were actual and necessarily incurred.

Day Subsistence Allowances from 1^st April 2024

Period	Rate Payable
Day Meals Subsistence Allowances	Lunch Allowance (more than five hours away from base, including the lunchtime period between 12:00 pm to 2:00 pm) up to a maximum of £5.00. A receipt is required for the actual expenditure claimed, before claims are processed and reimbursement is made. Evening Meal Allowance (more than ten hours away from base and return after 7:00 pm) up to a maximum of £10.00. A receipt is required for the actual expenditure.
Incidental Expenses Allowance (this allowance is subject to a tax liability)	Per 24-hour period: £4.20
Late Night Duties Allowance (this allowance is subject to a tax liability)	Per 24-hour period: £3.25

Mileage Allowances

For travelling to study day venue

(Please note to be reimbursed for your mileage you will need to upload a copy of your car insurance document to evidence that using your vehicle for business use is permitted.)

Subsistence	Rate payable
Mileage rate for study	Per mile: 0.24

In cases where long distances or difficult travel routes are encountered, please discuss with your TPD to refer for consideration by The Associate Dean.

Appendix 2 - Guide to Claiming Expenses

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