GUIDANCE NOTES FOR TAUGHT PROGRAMME EXTERNAL EXAMINER EXPENSES CLAIMS
Departments/Divisions should wherever possible book and pay for External Examiners travel
arrangements including accommodation well in advance of the date of travel, submit an
interdepartmental transfer to the Examinations Section and retain receipts locally. Examiners
should claim subsistence expenses using the expenses claim form sent to them upon their
appointment. The total claim (including travel and accommodation) should fall within the
maximum amount of £400 per visit. The excess for any claims exceeding £400 will be
covered by the Department/Division.
All claims should be supported by full receipts. UCL is unable to reimburse claims which are not
supported by receipts (with the exception of inexpensive journeys by London Transport).
If expenses which fall outside the categories below are likely to be incurred, the Examinations Section,
Student and Registry Services, should be contacted to check that they will be met by UCL.
TRAVEL BY PUBLIC TRANSPORT

UCL encourages examiners to take forms of transport which have a low carbon footprint and a reduced
impact on the environment.

UCL will reimburse examiners’ rail fares for return journeys at STANDARD CLASS RATES to and from
their normal place of work or residence to London. Tickets should be enclosed when expenses are claimed.

For inexpensive journeys undertaken by London Transport in connection with examining duties (e.g. bus
and Tube trips within one or two zones) receipts should be provided but are not essential.

Taxi fares for short journeys in London, supported by receipts, will be reimbursed. Examiners are kindly
requested to use taxis only where convenient bus and Tube travel is impractical or unavailable.
Please note that we are unable to reimburse fares above standard class except where unusual or
exceptional circumstances make this unavoidable. Examiners who wish to use First Class rail travel
should contact the Examinations Section, Student and Registry Services, before booking any tickets.
Unauthorised First Class fares will only be reimbursed up to the cost of the equivalent open Standard
Class ticket.
AIR TRAVEL

UCL will reimburse Standard Class air fares for examiners whose normal place of work/residence is
Northern Ireland, Scotland, the Channel Islands, the Isle of Man and Eire.

UCL will reimburse reasonably priced, Standard Class air fares (and carbon offset credits purchased for the
journey) for External Examiners living and working abroad.

UCL will meet claims for reimbursement of air fares from examiners normally resident in England and Wales,
but only where this would be a less expensive option than travelling by other means.
Please note that UCL will not meet claims for Business and First Class air fares. UCL also reserves the
right not to reimburse, fully or in part, any air fares it deems to be excessive or unnecessary.
PRIVATE TRANSPORT

Examiners travelling by private car or motorcycle will be reimbursed at the mileage rate stated on the claim
form for direct journeys to and from the examiner’s normal place of residence to UCL. Where possible,
receipts for fuel should be included in the claim. UCL will not reimburse car hire costs.

Car parking charges will also be paid but receipts should be provided.
HOTEL AND SUBSISTENCE ALLOWANCES

Subsistence expenses may only be claimed by an examiner when an examiner must be absent from his or
her normal place of residence. We recommend a maximum of: for part of a day including lunch: £5.00; for
part of a day including dinner: £15.00; for part of a day including lunch and dinner: £20.00.

A maximum of £130 will be reimbursed for each night’s accommodation. Multiple night stays will be
reimbursed only where this is necessary for the examiner to perform their examining duties. It is essential
that copies of hotel invoices are enclosed with the claim form.
Please note that UCL is only able to reimburse up to £130 per night on any hotel tariff.

Telephone and postage charges incurred in connection with examination duties will be reimbursed.
EXPENSES CLAIM FORM
FOR EXTERNAL EXAMINERS
Taught Programmes
Examiner’s Name:
________________________ Programme Examined:________________________
Address:
For each occasion when an External Examiner is required to travel from his/her usual place of residence or work to attend
examination sessions or meetings in connection with duties necessitated by examining work, UCL will reimburse expenses incurred
and pay subsistence allowances as detailed below.
£
Return Standard Class Railway/Economy Air Fare (please specify) to London
From .............................................. on (date) .................
return on (date) .....................
From .............................................. on (date) .................
return on (date) .....................
From .............................................. on (date) .................
return on (date) .....................
p
In the event of travel from a vacation address, travelling expenses claimed may not
exceed those from usual residence unless attendance is requested by UCL at short notice
Cost of Travel by Underground/Public Road Transport
From .............................................. on (date) .................
return on (date) .....................
From .............................................. on (date) .................
return on (date) .....................
From .............................................. on (date) .................
return on (date) .....................
Private Transport
Mileage allowance: 40 pence per mile by private car; 24 pence per mile by motorcycle
....................... journeys of..................... miles, total miles at ................................. per mile
Car Parking Charges at airport or station: ......................hours/days at ............................
Subsistence
Receipts must be included for claims over £5.00. Recommended maximum of: for part of a day
including lunch: £5.00; for part of a day including dinner: £15.00; for part of a day including lunch
and dinner: £20.00.
Hotel Allowance1 [receipts must be included]
A tariff of up to £130 per night can be claimed: ...................nights at ................. per night2
Postage and/or Telephone Expenses
incurred in connection with examining duties - please give details
....................................................................................................................................................
Total Claimed:
I have read and acknowledge the terms detailed in the notes accompanying this form.
Signature of External Examiner ____________________________________
Date ____________________
This form should be completed and returned to the Examinations Co-ordinator, Examinations Section,
Students and Registry Services, UCL, Gower Street, London WC1E 6BT.
1
Hotel accommodation should be booked and paid for by Departments/Divisions. However, when Examiners do pay for their hotel
accommodation they should enter the sum claimed on this form.
2
At times it may not be possible to secure accommodation for this sum and in such cases Departments/Divisions should try to locate
accommodation reasonably priced for central London bearing in mind the upper limit of £400 per visit for travel, subsistence and
accommodation.